Oracle Simphony Refund Guidance

Note: Oracle recommends using referenced refunds as the standard refund workflow in Oracle Simphony whenever operationally possible.

Referenced Refunds

Referenced refunds in Oracle Simphony are the standard and recommended refund workflow.

Referenced refunds:

• Link directly to the original payment transaction
• Support full and partial refunds
• Improve reconciliation and auditability
• Reduce fraud and operational risk

Documentation

• Simphony POS Refund Documentation
• Referenced Refund Issued Through Reporting and Analytics Documentation

Unreferenced Refunds

Unreferenced refunds in Simphony should only be enabled where there is a legitimate operational requirement.

Because unreferenced refunds are not linked to an original transaction, Oracle strongly recommends restricting access to manager or supervisor roles only.

Warning: Unreferenced refunds increase exposure to fraud, social engineering, refund abuse, and operational mistakes.

Recommended Security Configuration

Oracle recommends that unreferenced refunds:

• Be enabled only when operationally required
• Be restricted to Manager or Supervisor roles
• Require authorization before transaction return activity
• Be reviewed regularly through audit and reconciliation procedures

Before You Begin

Ensure that:

• You have access to Simphony configuration roles
• A manager or supervisor role exists with permission to authorize transaction returns
• Workstation update permissions are available after configuration changes are complete

Configure Role Permissions

1. Open the Roles Configuration, navigate to: Enterprise > Configuration > Personnel > Roles
2. Open the role that requires restricted refund access, such as:
   • Cashier
   • Server
   • Any operational role requiring manager-approved refunds
3. Enable Authorization for Transaction Returns and Authorization for Transaction Void in the selected role, navigate to: Operations > Void/Returns
4. Locate the following options:
   • Option 62 – Authorize/Use the [Transaction Void] Key
   • Option 77 – Authorize/Use the [Transaction Return] Key
5. Enable the options. - This permission allows users assigned to the role to:
   • Use the Transaction Void function key
   • Use the Transaction Return function key
   • Authorize other employees to perform transaction returns and voids
6. Save the role configuration
7. Perform a workstation update (WS Update)

Note: Oracle recommends enabling this option only for manager or supervisor roles.

Description of the illustration transaction-return-option62_77.png

Verify the Configuration in POS

Test Restricted Access

1. Log in to the workstation using a cashier or server account
2. Select the Transaction Return function button

The system prompts for authorization before allowing the refund process.

Description of the illustration transaction-return-prompt.png

1. Repeat for the Transaction Void function button

Authorize the Refund

1. When the Enter Authorization prompt appears, enter the manager employee ID
2. Ensure that the manager role has Option 62 and Option 77 enabled
3. After successful authorization, the transaction return or void function becomes available

Description of the illustration manager-authorization-dialog.png

Expected Results

After configuration is complete:

• Cashiers and servers cannot perform unreferenced refunds without authorization
• Managers can authorize transaction returns or voids using their employee credentials
• Refund access remains controlled and auditable

Parent topic: Refunds in Oracle Payments