Refund Payment

A refund in IZI is the act of returning money to a client from the cash register, which simultaneously reduces their account balance. Use it when a client overpaid, a top-up was made in error, or the club’s policy calls for returning unused time value. For the business, every refund is a cash outflow that appears in the shift report and affects your closing balance — so keeping accurate reasons and records matters.

When to issue a refund

• Client topped up more than needed and wants the surplus back
• Top-up was applied to the wrong account or entered in the wrong amount
• Refund for an unused tariff according to the club’s refund policy
• Goodwill gesture for a technical failure or service issue

What you need before starting

• An open shift on the terminal where you are working.
• An account with financial-operation permissions — this permission is included in the Administrator role or in any custom role the owner has configured with that access. Staff on roles without this permission cannot initiate refunds.
• Cash in the drawer if you are returning money in cash — you cannot hand out money that isn’t there.

Step-by-step: processing a refund

1. Open the client card

Find the client by name, phone number, or QR code. Open their card.

2. Check the current balance

Verify that the client’s balance is sufficient for the refund. IZI does not allow you to refund more than the available balance — if the client has already spent part of the funds, you can only refund what remains.

3. Select the Refund operation

In the client card, locate the operations section and choose Refund. In some versions of the CRM this option sits inside an additional operations menu.

4. Enter the refund amount

Type the amount you are returning. If you are returning the entire balance, enter the full current balance figure.

5. Choose the payout method

Select how the money reaches the client:

• Cash — money is paid out from the cash drawer; the amount is deducted from the shift register automatically.
• Other method — if your club uses a non-cash payout scheme, record the transaction here and handle the settlement separately.

Card reversals through a POS terminal are handled outside IZI. Process the reversal on the terminal first, then use balance correction in the CRM to align the client’s account.

6. Add a comment

Enter a clear reason — this is mandatory for financial control and audit trails. Examples: “Overpayment on top-up”, “Wrong account credited”, “Client declined tariff”.

7. Confirm and hand over the money

Click Confirm. IZI immediately deducts the amount from the client’s balance and logs the outflow in the shift register. Then physically hand the cash to the client.

How a refund appears in the cash report

A cash refund shows up in the X-report as an expense, reducing the total cash expected in the drawer. When you close the shift, the physical cash in the box will be lower by the total of all refunds issued — this is correct and expected behaviour, not a discrepancy.

Correcting a mistaken refund

If a refund was processed in error, fix it with a standard top-up of the same amount on the client’s account. Add a comment such as “Correction of erroneous refund” so the reason is clear in the transaction history.

See also

• Balance correction — for non-standard adjustments without a cash movement
• Client transaction history — verify the operation was recorded correctly
• Financial reconciliation — review all refunds over a period