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 consumedPermission or PIN approval + reason
    Return (refund)Paid orderNew return order with negative amount createdOriginal receipt, reason and permission

    A paid receipt remains available after a refund. Do not create a new unpaid order to correct a paid purchase.

    How to void an order

    1. Click Void in the quick buttons
    2. Dialog: "Anledning" / Reason (mandatory) – pick a quick option or type your own:
      • Felbongad (mis-fired)
      • Gäst ändrade sig (guest changed mind)
      • Dubbelregistrerad (duplicate entry)
      • Test
      • Övrigt (other)
      • Or type your own reason in the free-text field (free text overrides the quick option). Without a reason you can't confirm.
    3. Enter the manager PIN if you don't have the void permission yourself
    4. Confirm
    5. The tab is marked as voided. The table becomes available when no other active tabs remain.

    Permission and PIN approval

    Voiding is permission-gated:

    • Junior staff (no permission): a dialog opens, a senior enters their PIN
    • Staff with the required permission: Can void without extra approval

    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. The tab closes without being recorded as a paid sale
    3. The table becomes available if it has no other active tabs
    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 a red STOP COOKING banner (with the reason) so the kitchen can notice the change. Also inform the kitchen if preparation has started
    6. The Z report reports number of voids and total amount – the Swedish Tax Authority wants this as a control point

    History

    The voided tab remains in history. Enter a clear reason so the restaurant manager can follow up incorrect orders.

    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
    Action blockedThe tab may have changed or a payment may be runningRead the message and check the current tab status
    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

    • Use the same reason consistently across the team (quick option or free text) so reports stay meaningful
    • Train staff: think before voiding – it's easier to fix a mistake than to create new ones
    • Review weekly voids in order history (shows who voided and why) – trends can reveal issues (shared PINs, training gap)
    • Follow up recurring reasons together with the team.

    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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