How to Return a Sale and Exchange it to a New Item

This article provides a step-by-step guide on processing a return and exchanging an item for a new one using the Point of Sale (POS) module. Follow this guide to handle return and exchange scenarios efficiently when a customer wants to return an item they previously purchased and select a different product.

You may refer to this video  for a visual guide on How to Return a Sale and Exchange it to a New Item: 

https://www.youtube.com/watch?v=_gpBgs89fUc.

Step 1: Process the Initial Sale

1. Open the Sale module from the POS Admin and add the item the customer wishes to purchase to the checkout. For this example, we will be adding a ring to the checkout module.
   
   
   
    

2. Complete the checkout process as usual, ensuring the customer pays and picks up the item. For more information on how to submit a new Sale in the POS, you may refer to this article: How to Submit a New Sale in the POS
   
   
   

Note: This step prepares you for a future return and exchange scenario, where the customer may wish to return and exchange the purchased item.

Step 2: Begin the Return Process

1. Select the Customer Return button in the Sale module.
   
   

2. Locate the necessary sale transaction from the list.
   
    

3. In the opened dialog, find the Return column.
   
   

4. Use the dropdown menu to select the number of items to return, then press OK.
   
   

You should now see the return sale line added to the checkout.

Step 3: Add the Exchange Item

1. Find the new item the customer wishes to purchase as an exchange and add it to the checkout.

2. At this stage, you should see both the return and new sale lines displayed in the checkout, showing a total reflecting the refund and charge amounts.
   
    
   
   
   

Step 4: Process the Payment

1. Proceed to the Payment section. Here you’ll notice:

   • The Return Sale Line represents the refund portion of the transaction.

   • The New Item Line represents the charge portion.
     
     

2. If the new item is priced higher than the returned item, the system will calculate the additional amount to be charged to the customer.

In cases where the new item is more expensive, you’ll charge the customer for the difference.

Step 5: Finalize the Exchange

1. Complete the payment process to finalize the sale.
   
   

2. Provide the customer with any necessary receipts, detailing the return and new item purchase.
   
    
   
   

Troubleshooting

For any issues encountered while processing returns or exchanges, contact Flawless POS support for assistance