Returns & refunds

Handle goods coming back under Returns & Refunds — customer returns, supplier returns, and credit/refund notes.

Before you start

• Medium+ license typically required
• Know the product, quantity, and linked sales order or purchase order when possible
• Prefer processing returns from the original order/PO when that button exists

Steps

1. Open Returns & Refunds

1. Click Returns & Refunds in the sidebar.
2. Use the tabs:
   • Customer Returns
   • Supplier Returns
   • Customer Refund Credits
   • Supplier Refunds

2. Process a new return (side panel)

1. On the right, open Process New Return.
2. Choose Product, Quantity, Refund Amount.
3. Set Condition: Resaleable, Damaged, or Destroyed.
4. Enter Reason (e.g. Defective, Wrong Item).
5. Click Submit Return.

3. Review customer / supplier return lists

• Customer Returns columns: Date, Return #, Reason, Amount, Sales Order Ref
• Supplier Returns columns: Date, Return #, Reason, Credit Amount, PO Ref

4. Apply a customer refund credit

1. Open Customer Refund Credits.
2. Read the hint about credits for returned goods / refunds.
3. Select a credit row if needed.
4. Enter Order Id and Amount, then click Apply Credit.
5. Optional: Print Selected.

5. Apply a supplier refund

1. Open Supplier Refunds.
2. Enter Buy Order Id and Amount, then Apply Refund.
3. Optional: Print Selected.

6. Return from a purchase order (optional path)

1. Open the PO Details (Purchase orders).
2. Click Return Items.
3. Set Return Qty, Credit Amt, Reason per line.
4. Click Confirm Return.

7. Refund a POS sale

1. In Checkout / Cashier, open the Orders tab.
2. Click Refund on the order row, or open View Details and click Refund there.
3. For each item, set the Refund Qty, Refund Amount, Condition (Resaleable / Damaged / Destroyed), and Reason.
4. Click Confirm Refund.

The order's Billing Status stays Invoiced after a refund — that's expected, not a bug. The invoice genuinely was issued; the refund instead creates a credit against it. Open the order's Details and check the Returns tab (only shown once a refund exists) to see what was refunded, and look for the red Partially Refunded badge next to Billing Status as the visible sign that money went back.

What success looks like

• Return appears on the correct tab with a return #
• Stock updates for Resaleable items when applicable
• Credits show Remaining reduced after Apply Credit / Apply Refund

If something goes wrong

You finished Part 2

Day-to-day selling and buying docs are ready. Continue with Stock & production — Locations & transfers.

Related

• Checkout / Cashier
• Quotes & orders
• Purchase orders
• Products & stock