Heartland POS Refund Exception Monitoring
Every morning, WebRun opens Heartland and reviews all refund transactions from the prior day. It flags any refund that exceeds your dollar threshold, any employee with an unusually high refund count, and any refund issued without an original matching transaction. The exception list is posted to Slack and appended to a Google Sheet for ongoing tracking.
How do I automatically flag suspicious refunds in Heartland POS?
WebRun reviews all Heartland refund transactions from the prior day every morning, flags those that exceed your dollar threshold, identifies employees with unusually high refund counts, and posts a ranked exception report to Slack. Exceptions are also logged in Google Sheets so patterns can be tracked across weeks.
- Refund anomalies caught the next morning before patterns grow into losses
- Manager starts each shift with a clear exception list ranked by dollar amount
- Employee refund trends tracked over time in Google Sheets
Built for retail store managers · restaurant operators · loss prevention teams · multi-location owners
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
heartland.usin a real browser with your saved login - no setup, no API keys. -
1
Heartland - pull and review prior-day refunds
heartland.us
WebRun opens Heartland to pull and review prior-day refunds. - Open Heartland and navigate to the Refund or Return report for the prior day
- Capture each refund with transaction ID, employee name, amount, time, and original transaction reference
- Flag refunds above your dollar threshold (e.g. over $100)
- Flag any employee with more than your set number of refunds in one shift
- Flag refunds with no matching original sale transaction
Done when All refund exceptions from the prior day are captured and classified.
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2
Slack - post flagged exception report
slack.com
WebRun opens Slack to post flagged exception report. - Post the ranked exception list to the manager channel, leading with the highest-dollar flags
- Include employee name, transaction ID, amount, time, and exception reason for each item
Done when Manager has the refund exception report in Slack before the morning shift.
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3
Google Sheets - log exceptions for ongoing tracking
google.com
WebRun opens Google Sheets to log exceptions for ongoing tracking. - Append each flagged refund to the exception tracking sheet with today's date
- Preserve history so patterns across weeks and employees can be spotted over time
Done when Google Sheet exception log is updated with today's flagged refunds.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
What dollar amount triggers a refund flag?
You set the threshold during setup. Most stores start at $50 or $100 for single-refund flags and set a separate count threshold for employees, such as more than three refunds in one shift.
Will it take action on the employee identified in the report?
No. WebRun only flags and reports exceptions. All follow-up conversations, investigations, or policy actions are handled by your management team.
Does it also flag refunds on gift cards or stored value transactions?
Yes. WebRun checks all refund types in Heartland including card, cash, and gift card refunds, and applies the same thresholds to each.
Related templates
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