Knowledge Base

Retail Express

Refund an Account Customer Sale

Refunding a sale for an account customer ensures accurate record-keeping and proper management of customer transactions. This article provides step-by-step guidance on processing refunds for account-based sales, including necessary adjustments to account balances and payment records.

When refunding an Account Customer sale, you can create a Credit Note to apply against any outstanding balance on their account.

Creating the Refund

To create the credit note:

Log into POS
Click Returns
Enter your User ID
Find the sale to be refunded by entering the Original Sales Order/Invoice Number or using the filters
If the sale isn't displayed, the user may be restricted from viewing sales for that Outlet.
Click the radio button in the Select column to select the sale
Click Next
Enter the quantity to be returned in either the Saleable or Faulty columns (this will update the Inventory for either the Available or Faulty stock buckets)
Select the Outlet where the stock is being refunded to
Click Next
Adjust the Refund Amount if required
Click Next
Select a Return Reason
Click Create Refund
The Refund/Exchange transaction will be created ready to action

Create a Credit Note

Click Create Voucher
The Refund Amount will be automatically populated in the Voucher Value
Ensure the Voucher Type is set to Credit Note
Update the Voucher Code or Voucher Value if required
Click Create Voucher
As the voucher has been created for the full amount the order total will be zero
Click Finalise

Apply Credit Note to Outstanding Balance

Once you have created all your vouchers you can now apply them to the remaining balance for the customer account.

Navigate to Reports > Customer Reports > Account Payment
Enter the customer's details
Click the $ sign for the correct customer
The CREDIT: Total Credit field will display the value of all Credit Notes for this customer
Change the What would you like to do? drop-down to "Apply existing credit to invoices"
Click Amortise Down next to the Credit Amount
The Payments column will be updated
Select the Outlet at the bottom of the screen
Click Apply Credits