CloudPOS Documentation

# Returns & Refunds

Process returns and refunds for sales that need to be reversed.

# What You Can Do Here

  • Process returns for completed sales
  • Select specific items to return
  • Issue refunds to customers
  • Restore stock to inventory
  • Track return history

# Understanding Returns

# When to Process a Return

Common scenarios:

  • Customer wants to return purchased items
  • Items are defective or damaged
  • Wrong items were sold
  • Customer changed their mind (if return policy allows)

# Return Process

  1. Find the original sale
  2. Select items to return
  3. Process return - Stock is restored
  4. Issue refund - Money returned to customer

# Processing a Return

# Step 1: Find the Sale

  1. Go to Sales page
  2. Search for the sale by:
    • Sale number
    • Customer name
    • Date
  3. Click on the sale to open details

# Step 2: Open Return Dialog

  1. On sale details page, look for "Return" or "Process Return" button
  2. Click the button
  3. Return dialog/modal opens

(Screenshot: Return dialog with items list)

# Step 3: Select Items to Return

  1. Item list shows all items from the sale
  2. For each item:
    • Check the item (if checkbox available)
    • Enter quantity to return (can return partial quantities)
  3. Total refund amount is calculated automatically

# Step 4: Process Return

  1. Review return details:
    • Items being returned
    • Quantities
    • Refund amount
  2. Click "Process Return" or "Confirm Return"
  3. Return is processed:
    • Stock is restored to inventory
    • Return is recorded
    • Refund can be issued

# Step 5: Issue Refund

After processing return:

  1. Refund options appear:
    • Cash Refund: Return cash to customer
    • Card Refund: Refund to original payment method (if available)
    • Store Credit: Issue credit for future purchase
  2. Select refund method
  3. Enter refund amount (usually pre-filled)
  4. Click "Issue Refund"

# Refund Methods

# Cash Refund

  1. Select "Cash" as refund method
  2. Enter amount to refund
  3. Click "Process Refund"
  4. Give cash to customer

# Card Refund

  1. Select "Card" as refund method
  2. Enter amount to refund
  3. Click "Process Refund"
  4. Refund is processed to original card (may take 3-5 business days)

Note: Card refunds require payment gateway integration. Contact administrator if not available.

# Store Credit

  1. Select "Store Credit" as refund method
  2. Enter credit amount
  3. Click "Issue Credit"
  4. Credit is added to customer account
  5. Customer can use credit for future purchases

# Stock Restoration

# Automatic Stock Update

When return is processed:

  • Stock is automatically restored to the warehouse
  • Quantity increases by returned amount
  • No manual stock update needed

# Verify Stock Restored

  1. Go to Products → Click on returned product
  2. Go to Stock tab
  3. Verify quantity increased by returned amount

# Return History

# View Returns

  1. Go to Sales page
  2. Look for "Returns" filter or tab
  3. See all processed returns
  4. Or go to original sale, see return information there

# Return Information

Each return shows:

  • Return Date: When return was processed
  • Original Sale: Link to original sale
  • Items Returned: What was returned
  • Refund Amount: Money refunded
  • Refund Method: How refund was issued

# Tips & Common Mistakes

# ✅ Do's

  • Verify original sale before processing return
  • Check return policy - some items may not be returnable
  • Restore stock immediately - happens automatically
  • Issue refund promptly - good customer service
  • Keep return records - for accounting and tracking

# ❌ Don'ts

  • Don't process return without original sale - need sale record
  • Don't skip refund - customer expects money back
  • Don't forget to restore stock - happens automatically but verify
  • Don't process returns for very old sales - check return policy
  • Don't return more than sold - check quantities carefully

# How to Confirm It Worked

# Verify Return Processed

  1. ✅ Return appears in sale details: Go to original sale, see return info
  2. ✅ Stock restored: Check product stock, quantity increased
  3. ✅ Return recorded: Go to Sales → Returns, see the return
  4. ✅ Refund issued: Customer received refund

# Verify Refund

  1. Cash refund: Customer received cash
  2. Card refund: Check payment gateway for refund status
  3. Store credit: Go to customer details, see credit balance

# Troubleshooting

# Can't Process Return

Issue: Return button not available or greyed out

Solutions:

  1. Check permissions: You may not have permission to process returns
  2. Check sale status: Only completed sales can be returned
  3. Check return policy: Some sales may be non-returnable
  4. Contact administrator: If return is needed but not allowed

# Stock Not Restored

Issue: Return processed but stock didn't increase

Solutions:

  1. Refresh page: Sometimes needs refresh to update
  2. Check warehouse: Verify stock was restored to correct warehouse
  3. Check product: Ensure product still exists and is active
  4. Manual adjustment: Manually add stock if automatic restore failed

# Refund Not Processing

Issue: Can't issue refund

Solutions:

  1. Check refund method: Verify payment method supports refunds
  2. Check payment gateway: Card refunds require gateway integration
  3. Use cash refund: If card refund fails, use cash instead
  4. Contact administrator: For payment gateway issues

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