Void an Order

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?

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: "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 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 a red STOP COOKING banner (with the reason) for about 60 seconds so the kitchen can abort – then the ticket disappears from the screen
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

Common issues

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)
• More than 10 voids/day: talk to the team – usually it's a UI habit that can be coached away