Sometimes you may need to void and reprocess a transaction. Ideally, a transaction should be voided on the same date that it was processed to avoid apparent discrepancies in Dutchie POS reports and state traceability systems. If you need to void and reprocess at a later date, however, you can avoid these issues using the backdating feature.
Things to know
- BioTrack does not allow backdating transactions. If you are integrated with BioTrack, ensure that voids are always processed on the same day as the original sale.
- Confirm that voiding, reprocessing, and backdating transactions is compliant in your state. Your state regulatory body may recommend a different procedure or require further information depending on the situation.
- Backdating is an optional feature only available to managers and admins. To enable, in the Backoffice, go to Settings > Location and check the box for Allow Backdated Register Transactions. Click Save. Repeat for any additional locations.
- Reasons you might void and reprocess a backdated transaction may include corrections for missing or incorrect products or discounts, incorrect customer information, or compliance issues such as missing grams/concentration or flower equivalency values.
Table of contents
- Void the original transaction
- Reprocess a backdated transaction
- How backdated transactions appear in closing reports
Void the original transaction
- Select Customers from the main menu.
- Search the customer name, customer number from the receipt, or receipt number.
- Click the pencil icon next to the customer's name or select the customer and click Edit Profile.
- Select History.
- Find the transaction you want to void, and click the 3 horizontal dots next to that transaction.
- Select Void.
- Regardless of the original payment method(s), you only have the option to return the total transaction amount to the customer in cash, or return no cash.
Regardless of what you select here, it will not retroactively correct the drawer on which the original transaction was processed. But because you are going to reprocess this transaction on your current drawer, it makes sense to select Yes, which will deduct the amount from your current drawer. When you reprocess the transaction, you can choose Cash as the payment method and "replace" this amount in the drawer, keeping it balanced. - Select a Void reason. These are configured in the Backoffice under Registers > Configure > Voids. Learn more.
- Enter your Manager PIN and click Continue to process the void.
- You may want to reprint a receipt of the original transaction for reference.
Reprocess a backdated transaction
- Start a new transaction with the corrected information.
- If the original transaction had incorrect items or package IDs, be sure to verify that the package IDs you're entering match those of the items that actually left your facility.
- Reprocessing the transaction with a different package ID could cause errors with your integration audit between state traceability and Dutchie, as packages tend to have different lab test information, batch IDs, or harvest and packaging dates.
- Before completing the reprocessed transaction, click the three dots at the top of the cart and select Back date.
- Enter the date of the original transaction.
- If you selected Yes for returning cash to customer when you voided the original transaction, select Cash as the payment method and complete the transaction. The transaction will post to Metrc with the back date you entered.
Backdated transactions in closing reports
You can view voids and backdated transactions in the closing report in the Backoffice.
- Go to Reports > Closing report.
- Enter the date of the voided transaction and click Run.
- Scroll to the bottom section. Click the Voids and Backdated transactions tabs to view the voided and reprocessed transactions, their original/actual time stamps, and the backdated time stamp.