Handling cashless refunds quickly

Locate the transaction in your cashless portal and verify the vend result. Issue the refund using the portal workflow and capture the transaction ID, time, and machine ID for your records.

Create a simple refund log that includes location, machine, reason, and resolution time. Fast refunds reduce chargebacks and protect your processing ratio.

If a chargeback is filed, respond with telemetry, refund receipt, and any service notes. Maintain photos of the machine’s contact label and refund policy to strengthen your response.

• Confirm the vend status and delivery sensor result.
• Match the payment timestamp to the location’s incident report.
• Save screenshots of the portal refund confirmation.

• Verify the reader is online after the refund to avoid repeats.
• Confirm the machine controller is not logging MDB errors.
• Reboot the reader if it shows delayed settlement status.

• Respond within 24 hours to avoid chargebacks.
• Track repeat refund reasons by location to identify problem machines.
• Use standardized refund templates for faster resolution.

• Confirm all steps are documented so the next technician can reproduce the results.
• Capture before/after metrics (errors cleared, sales restored, or uptime improved).
• Review machine, reader, or route settings to ensure they match location standards.

• Skipping a controlled test leads to false positives.
• Updating hardware without documenting configuration changes.
• Forgetting to verify payout, refund, or reconciliation data after changes.

• Run a final test with known-good inputs.
• Log the outcome with date, time, and device identifiers.
• Schedule a follow-up check if the location has high traffic or seasonal demand.

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• Document changes with time, machine ID, and location name.
• Verify settings, pricing, and service modes after each fix.
• Capture before/after results to confirm resolution.

• Test with known-good inputs and controlled conditions.
• Validate telemetry, alerts, and payment logs where applicable.
• Confirm location expectations and update the site contact.

• Configuration drift after firmware or component swaps.
• Inconsistent power or network conditions at the location.
• Gaps in preventive maintenance routines.

• Monitor for 7 days and note any repeat errors.
• Schedule follow-up if the site is high-traffic.
• Escalate with full logs and photos if issues repeat.

• Compare device logs with settlement reports.
• Confirm offline mode settings and retry intervals.

• Verify MID/terminal IDs match the deployed reader.
• Confirm batch timing and payout schedules.