If an invoice was closed with the wrong payment method — cash instead of card, or card instead of cash — you change the payment method on the Sales Point in one step. The Sales Point voids the invoice and immediately issues a new invoice with the correct payment method.
When to change the payment method, when to restore
Use Change payment method when only the payment method on the invoice is wrong. Articles, prices and customer stay the same, and you do not have to take the order through checkout again.
Use Restore instead when you want to change the order itself, for example because an article is missing or the guest orders something else — see Void an Invoice.
Permission
The Change payment method entry is only active if the user role holds all three permissions from the Invoice Management section:
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Change Payment Method
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Cancel Invoice
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Restore Invoice
Because the action voids the invoice itself, it also requires the void permissions. A user who is not allowed to void therefore cannot change a payment method either. You grant the permissions in the user role in the bessa Manager — see User Roles and Permissions Management.
Change the payment method
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Open Menu → Invoices and tap the invoice. You find older invoices via the magnifier icon in the top right.
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Tap Cancel.
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Select the items whose payment method should change — all of them or only part of the invoice. The controls are described in Select items.
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Tap Confirm and choose Change payment method in the menu.
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In the Select Payment Method dialog, choose the new payment method. The dialog shows the amount of the selected items.
Cancelling the dialog changes nothing and creates no receipt.
The Sales Point only offers the payment methods you are also allowed to use on the payment screen — without the previous payment method. If none is available, the Sales Point shows: "No other payment method is available for this receipt."
What happens next
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The Sales Point voids the selected items. If the previous payment was a card payment, it first refunds the amount on the card terminal.
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Only once the void has gone through does the Sales Point reopen the items as a new order of their own — on the same table, in the same guest room or at the counter, with the customer of the original invoice.
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The Sales Point immediately takes payment for this order with the new payment method, through the card terminal for a card payment.
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The void receipt and the new invoice are printed. The cash drawer opens as it does for a normal void and a normal cash payment.
If the refund on the card terminal fails, the Sales Point takes the void back as it does for a normal void. The original invoice then stays unchanged and no new invoice is created.
The new invoice is always printed; a digital invoice and the change dialog are not offered.
Two receipts: void and new invoice
A closed invoice is fiscally signed and cannot be changed any more — not even its payment method. The Sales Point therefore creates two regular receipts, exactly as if you had voided and taken payment again:
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a void receipt that reverses the original invoice, and
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a new invoice with the new payment method.
Each is its own fiscally signed receipt with its own receipt number in the fiscal receipt chain. Both appear in the invoice list straight away; the original invoice is marked as Voided. The cash journal shows a refund and a new deposit, as for two separate transactions.
If a different waiter took payment for the invoice, you can book both receipts on them so they keep their revenue — see Book a void on the original waiter.
If the new payment fails
If, for example, the card is declined for the new payment, the Sales Point takes the new payment back. The void of the original invoice stays booked and the order is open again. The New payment failed dialog offers three ways forward:
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Try again — the same payment method once more, for example after the guest has inserted the card again.
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Other payment method — choose a different payment method, including the original one.
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Leave open — the order stays open and can be paid later.
You find an order left open as its own sub-group on the table or guest room. At the counter it sits in the header like a parked order. Take payment for it there as usual.
The void stays booked in every case. Do not leave the order open for long — until it is paid, the amount is missing from your revenue.
On a Sub-Terminal
On a Sub-Terminal, Change payment method is available under the same conditions as on the Main Sales Point. The void and the new invoice go through the Main Sales Point like every Sub-Terminal booking; card payments run on the card terminal of the device on which you trigger the action.
If the Main Sales Point cannot be reached, the Sub-Terminal rejects the action before any receipt is created.
When the action is not available
The Change payment method entry is inactive if
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the invoice has already been voided, even partially, or is itself a void receipt,
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the invoice was paid with more than one payment method (split payment),
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the invoice was paid in full or in part with a voucher, loyalty pass, staff billing or a guest room charge,
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the invoice contains a tip,
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the invoice was paid by card through a card terminal at which the Sales Point cannot refund automatically,
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the invoice does not come from a table, a guest room or the counter,
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no item is selected.
These payment methods have their own reversal logic that a void followed by a new payment would not reproduce correctly. In these cases, void the invoice and take payment again. Voucher, loyalty pass, staff billing and guest room charge are not offered as the new payment method either.
Without an open shift or with an incorrectly set device clock, the Sales Point rejects the action with the same message as a void.
FAQ
Can I change the payment method for only part of an invoice? Yes. Select only those items on the void screen. Only they are voided and paid again; the rest of the invoice remains.
Does the new invoice refer to the void? No. The new invoice is a regular invoice. The connection can be traced through the void receipt and the sequence in the invoice list.