Proceeding exchange and reverse sale

exchange-return

This article explains how to take a return or issuing a refund and how to cancel a sale in Hiboutik free POS software.

In order to complete these transactions you must enable the right in Settings/Users/Access management :
“Display the Return/exchange button on closed sales”

 

1/ Receiving an item back from your customer

First of all, you must locate the initial sale from which the product is returned.
You can ask your customer for the receipt (or other details required to find the transaction) to check that the product has been bought in your shop and is returned in the time stated in your store policy for returns.

In the initial sale, click on the Return/Exchange button.
In front of each product, you will find an “Exchange” button.
If you click on it, a credit line, at the same value as the product returned, is created.
If the product returned is tracked into inventory, it will be automatically returned to stock.

You can:
– print the credit and give it to your customer if he wants to use it for a future purchase,
– or use immediately the credit in one of your parked sales (with the drop-down “Add it to the sale:”)
The credit has a unique ID number (single use) and you can print its barcode. The credit is linked to the same tax rate as the product returned.

 

2/ Completing an exchange or a refund

You must open a new sale.

a/ Issuing a refund
Add the credit to the new sale: scan it or type its barcode digits in the “Add a product” field.
From the initial sale, you can also transfer the credit to the new sale.
The total amount of the sale is negative (because the credit is the negative value of the product returned).
Choose the payment method to refund you customer and close the sale.

 

b/ Completing an exchange with a product at a higher price than the product returned
Add the credit to the new sale: scan it or type its barcode digits in the “Add a product” field.
From the initial sale, you can also transfer the credit to the new sale.
Add the replacement product to the sale.
The total amount of the sale is positive, because the value of the replacement product is higher than the credit.
Charge your customer with the price difference and close the sale.

 

c/ Completing an exchange with a product at a lower price than the product returned
Add the credit to the new sale: scan it or type its barcode digits in the “Add a product” field.
From the initial sale, you can also transfer the credit to the new sale.
Add the replacement product to the sale.
The total amount of the sale is negative.

– if your customer wants to add others products to consume the total value of the credit, you will have to charge your customer with the price difference and close the sale.

– if the customer wants a refund for the difference, you can close the sale with the payment method used to pay back your customer.

– if your customer wants a credit for the balance:
1. add an unknown product to the sale (with the unknown product code set up in Settings/General settings) to set the total amount of the sale at zero. ex: if the sale amount is 15 and your unknown product code is #r#, you must type in the “Add a product” field: #r#15
2. close the sale (amount of the sale should be 0),
3. proceed to an exchange on the unknown product added at step 1., to issue the remaining credit.

 

3/ Canceling a sale

For accounting and fiscal purposes, you cannot delete a close sale.
But you can create a reverse sale as a counterpart of the close sale.

In the Payment section of the sale, click on the “Cancel sale” button.
Then confirm and the reverse sale will be automatically created and validated.

The reverse sale process will automatically proceed to an exchange of all the products of the initial sale, and add corresponding credit lines to a new sale (the reverse sale).

 

4/ Managing a return on a defective product

If the product returned is damaged, follow the same process of exchange explained above.
But, as the product has been returned into stock, you need to remove it from your inventory.
So, you need to create a new sale in which you will add the defective product, turn its price at 0 and close the sale.
More information in the following article: Managing stock shrinkage.

 

5/ Track credit notes

In Customers/Store credit, you will find a state of all credit notes unused.
To cancel a credit, add it to a sale, change the credit price at 0 and close the sale.

the owl has written 47 articles