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Sales Refund

A sales refund reverses an already-completed sale by issuing a negative receipt against the original sales receipt. Refunding is done from the Finance Zone, starting from the original receipt.

Refunds only apply to an original (NS) normal sale receipt, not to its copies or to other document types. Each original receipt can be refunded once.

Before you start

A refund requires access to the POS module for your entity. Only receipts that are original normal sales and not already refunded show the refund option.

Issuing a refund​

1. Open the original sales receipt​

  1. In the left sidebar, click the Finance Zone icon.
  2. Under Billing and Receivables, click Sales Receipts.
  3. Find and open the original receipt you want to refund, see Sales Receipts.

2. Start the refund​

Click the red money-transfer icon (tooltip: "Issuing a Refund") at the top of the receipt.

This opens the Confirm Refund screen, which shows the customer, the original date, the payment method, and the full breakdown of products being refunded, with the quantities and totals shown as negatives.

Prerequisite

Refunds are available only from the original sales receipt. Copies and other receipt types do not carry this option.

3. Confirm the refund​

  1. Optionally, type a Reason for Refund (e.g. "Customer changed mind, defective item"). This step is optional but recommended.
  2. Review the Total Refund Amount at the bottom of the table.
  3. Click Confirm and Process Refund.
This action is irreversible

Confirming reverses the original operation and will:

  • Create a negative sales record (a REFUND receipt).
  • Restore stock to inventory.
  • Update daily financial reports.

Only proceed once you are sure the refund is correct.

After processing the refund​

  • A new REFUND receipt is created, linked to the original (your original receipt will now show "REFUNDED BY" pointing to it).
  • Stock is returned to inventory (back into the batch the sale drew from).
  • A finance transaction (Customer Refund, Outgoing) is recorded and marked reconciled.
  • The generated refund receipt PDF opens automatically so you can print it for the customer.

→ To review or export refunds made on any date, open Refund Log under the Dashboards (reports) menu and set the From / To dates, or export the log as a PDF.

Key points​

PointDetail
Applies toOriginal NS normal sale receipts only
One refund maxAn original receipt cannot be refunded twice
EffectsNegative REFUND receipt, stock restored, finance transaction recorded
CopiesCannot be refunded, only the original receipt carries the refund option