Vendion
    Point of Sale

    Void an Order

    3 min read#15

    Void is Vendion's function for removing an unpaid order that was created incorrectly. For paid orders, the return/refund flow applies instead – see article 16. The distinction matters for tax compliance.

    Void vs. return – what's the difference?

    ActionOrder stateFiscal effectRequires
    VoidUnpaid orderOrder is removed, no receipt sequence consumedManager PIN + reason
    Return (refund)Paid orderNew return order with negative amount createdOriginal receipt

    This distinction is required by Swedish cash register law (SKVFS 2014:9) – a paid order that's been finalized with a control code can never be deleted, only neutralized via a return.

    How to void an order

    1. Click Void in the quick buttons (or select items and choose "Void lines")
    2. Dialog: "Reason for voiding?" – pick from the list:
      • Wrong entry – clear a mistaken order
      • Guest changed mind – before payment
      • Test order – training/demo
      • Kitchen issue – the dish couldn't be delivered
      • Other (requires free-text explanation)
    3. Enter the manager PIN if you don't have the void permission yourself
    4. Confirm
    5. The order is removed and the table becomes available again

    Manager PIN gate

    Voiding is permission-gated:

    • Junior staff (no permission): a dialog opens, a senior enters their PIN
    • Shift manager / Boss: Voids directly without PIN

    Both the triggering staff member and the approving manager are logged in journal memory. That means you can always trace who did what, even when staff share responsibilities.

    What happens in the system?

    1. The order is flagged as voided
    2. Items are released (inventory adjusted if linked)
    3. The table becomes available again
    4. Journal memory gets a row with the void action and the reason
    5. If the items were already fired to the kitchen, KDS shows "VOID" on that ticket
    6. The Z report reports number of voids and total amount – the Swedish Tax Authority wants this as a control point

    Fiscal implications

    • Voiding does not consume a receipt sequence – the next order gets the same receipt number it would have
    • The order appears in order history as "Voided" but is not deleted
    • During audits the Swedish Tax Authority often asks "why was order XYZ voided?" – that's why the reason is mandatory
    • Five or more voids the same day on the same workstation triggers a warning in Analytics (possible abuse)

    Common issues

    ProblemCauseFix
    "Can't void – order is paid"Order already finalizedUse Return from order history instead
    "Manager PIN required"You lack the capabilityAsk a senior to log in or enter their PIN
    "Void blocked"Z report is running right nowWait until the Z report finishes
    Item already servedVoiding only removes the order in the system, not the food that left the kitchenHandle as a comp (discounted/free line) or return after payment

    Tips

    • Set up clear reason codes in staff roles so reports stay meaningful
    • Train staff: think before voiding – it's easier to fix a mistake than to create new ones
    • Review weekly number of voids per server in Analytics – trends can reveal issues (shared PINs, training gap)
    • More than 10 voids/day: talk to the team – usually it's a UI habit that can be coached away

    This feature is part of Vendion POS.

    Curious how it looks in practice? Read more about the product or book a short demo.

    Read about Vendion POSBook a demo

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