Flag refund exceptions in Lightspeed before losses go unnoticed
Every morning, WebRun opens Lightspeed, pulls all refund transactions from the previous day, identifies those that exceed your configured value threshold or are missing a required reason code, logs each exception in Google Sheets, and posts a flagged list to Slack so managers can investigate before the trading day begins.
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How do I automatically flag refund exceptions in Lightspeed POS?
WebRun pulls every Lightspeed refund transaction from the previous day each morning, identifies those above your value threshold or missing a reason code, logs all exceptions in Google Sheets for audit, and posts a ranked flag list to Slack. Refund anomalies surface before the trading day starts.
- Refund exceptions above your threshold surfaced every morning before trading
- Missing reason codes caught automatically for staff accountability
- Running month-to-date exception total in Google Sheets for finance review
Built for retail store owners · loss prevention managers · retail operations managers · multi-location retail operators
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
retail.lightspeedhq.comin a real browser with your saved login - no setup, no API keys. -
1
Lightspeed - pull yesterday's refund transactions
lightspeedhq.com How to Automate Lightspeed
WebRun opens Lightspeed to pull yesterday's refund transactions. - Open Lightspeed and navigate to the previous day's transaction report
- Filter to show all refund and return transactions
- Capture the refund amount, staff member, register, time, reason code, and original transaction reference
- Flag any refund above your configured value threshold or missing a reason code
Done when All refund transactions from yesterday are captured and exceptions are identified.
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2
Google Sheets - log exceptions for audit trail
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log exceptions for audit trail. - Append each exception to the refund audit log with all captured fields
- Mark the exception type: over-threshold, missing reason code, or both
- Calculate a running total of exception value for the current month
Done when All refund exceptions are logged in the Google Sheets audit trail.
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3
Slack - post flagged exception list to management channel
slack.com How to Automate Slack
WebRun opens Slack to post flagged exception list to management channel. - Post the exception list to the management Slack channel sorted by refund amount descending
- Include the staff member, register, time, and exception reason for each item
- Add a link to the full Google Sheets log for deeper investigation
Done when The refund exception list is posted in Slack ranked by value.
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 value threshold triggers a flag?
You set the threshold, for example any single refund over 50 dollars. WebRun applies your rule and flags everything above it, whatever the reason code.
Does it flag all refunds or only suspicious ones?
It flags refunds that exceed your value threshold or are missing a required reason code. Routine small refunds with valid reason codes are logged but not flagged in the Slack alert.
Can it identify if the same staff member issues an unusual number of refunds?
Yes. Add a frequency check and WebRun will flag staff members who issued more than a set number of refunds in a day, in addition to the per-transaction value flags.
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