Refunds After a VAT Change – Original VAT Preserved

When you make a refund, Vendion uses the original receipt’s items, discounts and VAT rates. Food originally sold at 12% should therefore not be recalculated using today’s 6% takeaway rate.

Start from the original sale

1. Open the register menu → Tidigare notor (previous bills) and select the original order.
2. Press Återköp. You need permission or approval for the action.
3. In step 1, select the items and quantities. Check Återköpsbelopp. Add-ons follow their main item; invoice orders are refunded in full.
4. Press Nästa and select Anledning till återköp. If you choose Annat, describe the reason.
5. Review Skicka korrbong till köket and press Skapa returkvitto.
6. Check the confirmation and repayment. Follow any message saying the card was not refunded automatically.

Creating the return receipt and repaying money are separate parts of the flow. A return receipt alone does not prove the money reached the guest. Do not change a product group or service mode to influence refund VAT.

Example: takeaway sold before the VAT change

A takeaway pizza was sold on 15 March 2026 for 149 SEK at 12% VAT. The entire item is refunded on 1 May.

The refund uses the original 12%, even though an equivalent new takeaway sale has 6%. With Vendion’s default accounts and repayment by card, this corresponds to a 133.04 SEK debit to 3002, a 15.96 SEK debit to 2620 and a 149 SEK credit to 1580. The actual voucher may also include other sales and refunds from that day.

Refunding a mixed bill

A bill can contain a burger at 12% and a glass of wine at 25%. If only the burger is returned, the wine amount and VAT should not be credited. Select the correct item and quantity in step 1. Previously returned quantities limit what remains available to refund.

Discounts affect the refund amount. Use the preview and original receipt, rather than the product’s current menu price. Handle an exchange as a return of the original purchase and a separate new sale.

Gift cards purchased before the change

A gift card usable for goods with different VAT rates is treated as a multi-purpose voucher: VAT arises on the actual supply of goods or services. This differs from returning previously sold goods. See the Swedish VAT Act, Chapter 5, Section 43.

If a guest uses such a gift card bought in February for a new takeaway pizza in May, the May sale determines the pizza’s VAT. If that pizza is subsequently returned, its receipt’s original VAT applies. The gift card’s issue date does not determine the food’s rate.

Reconcile the documents

Keep the link between the original and return receipts. Check items, amounts, VAT and repayment method. The refund appears in the records for the refund date; the original receipt remains in history.

If the original sale already had incorrect VAT, a refund is not an opportunity to choose a new rate on the return line. Discuss the original error and necessary corrections with your accountant. For an unexpected amount in Vendion, give support both the original and return receipt numbers.