Refund an On Account / Xero sale

Overview

• On Account refunds use the linked Xero invoice workflow rather than a normal cash/card provider refund.
• The Xero Account Sale invoice must already be synced before MiniTill can safely perform the automated refund workflow.
• For a fully unpaid invoice and a full remaining refund, MiniTill can void the Xero invoice.
• Otherwise MiniTill can create an authorised Xero credit note and allocate it against outstanding invoice balance where applicable, then record the corresponding MiniTill refund.
• If the Xero invoice is already voided, MiniTill can reconcile a full remaining local refund, but a partial local refund is not allowed against an already-voided invoice.

When to use this

• Use Refund via Xero when the original Payment is On Account.

Step-by-step

1. Confirm the original On Account Payment and remaining refundable amount.
2. Resolve any pending/failed Xero Account Sale invoice sync first.
3. Enter refund amount, required reason, and manager PIN if required.
4. Submit Refund via Xero once.
5. Review whether MiniTill reports invoice void, existing-void reconciliation, or credit-note completion.

Common mistakes

• Do not record an On Account refund as Cash just because no card is involved.
• Do not manually create duplicate Xero credit documents before checking MiniTill's current refund/sync state.
• Do not attempt the automated refund while the linked Account Sale invoice has not successfully synced.

Troubleshooting

• If the refund is blocked, first resolve Xero connection/invoice sync.
• If a credit note cannot be built safely, MiniTill blocks the refund rather than inventing accounting lines.
• If Xero already shows the invoice voided, only a full remaining MiniTill reconciliation is supported for that state.