All receipts, cancellations and returns at the POS

A posted receipt can never be changed. Corrections always go through a cancellation receipt (whole receipt) or a return (individual lines). You find both in All receipts. For an exchange, you take the goods back directly on the current receipt – via the Return button on the receipt.

#All receipts

Menu → All receipts (or Cancellation and return) shows this POS's receipts:

• Search by Receipt number or customer.
• Status: All, Paid, Cancelled, Returns, Cash in and out or Parked (…).
• Period: the default is the last 30 days.

Badges show the type (e.g. Cancellation, Return, Aborted receipt, Pay-out), cancelled and TSE failure. A tap opens the receipt with Print, PDF, Digital receipt, Email, Duplicate, Cancel receipt and Return. Under Parked, a tap resumes the parked receipt.

If the customer needs a receipt again later, Digital receipt shows the QR code to photograph; Email sends it to an email address – see Digital receipt.

#Exchange and return on the receipt

This is how you take goods back and sell something new on the same receipt – or pay money back:

1. On the receipt, tap Return.
2. Return – find receipt: scan or type in the receipt number; the customer name works too. Only paid receipts appear.
3. Return of …: for each line, choose the quantity with plus and minus or tap All. The POS shows how much is “… still returnable”.
4. Add to receipt – the items appear in red as minus lines on the receipt (“Return of …”).
5. Add new items as usual and pay. Everything is offset on payment:
   • Exchange: if the total is positive, the customer only pays the difference.
   • Money back: if the total is negative, you choose the refund: cash, to card (if the goods come from exactly one receipt, the connected terminal credits the amount right away; otherwise you refund at the terminal or in the merchant portal) or as a voucher (a new voucher for the amount). A pure deposit return is paid out in cash after a confirmation.

A receipt discount does not apply to the returned lines. The server checks remaining quantities and the booking back into stock: the goods go into the branch's Returns warehouse or onto the Returns bin, if none is set onto the bin of the original sale. If the exchange receipt is cancelled later, the quantities on the original receipt can be taken back again. This requires the permission Cancel receipts and book returns at the POS.

#Cancelling a receipt

1. In All receipts, choose the receipt and tap Cancel receipt.
2. Choose or enter a Reason (see below).
3. If the receipt was paid via the connected card terminal, decide whether the card payment is reversed right at the terminal (see Refunding card payments).
4. Post cancellation receipt (or Refund at terminal and cancel) and confirm the prompt.

A cancellation receipt for the negative amount is created; the original receipt is then marked cancelled. allverto credits redeemed vouchers back, and for a payment on a sales order the cancellation reverses the payment on the order. Only a sales receipt without follow-up receipts, without an invoice and without returned goods can be cancelled – a return in the cart of a later receipt (exchange) counts too. For receipts with an invoice or an existing return, use Return. An order payment cannot be booked as a return, only cancelled.

#Booking a return

1. In All receipts, choose the receipt and tap Return.
2. For each line, choose the quantity with plus and minus. The POS shows how much can still be taken back (“… of … possible”).
3. Choose the refund – only payment methods active at this POS are offered:
   • Refund in Cash – the POS then shows the amount you pay out.
   • To Card – the POS books the refund to the card payment type; if the payment ran via the connected terminal, it credits the amount there right away (see below).
   • As Voucher – a new voucher for the refund amount is created; the code is printed on the return receipt.
4. Choose or enter a Reason and tap Post return.

The stock goes back into the branch's Returns warehouse or onto the Returns bin – if none is set, onto the bin it was sold from (see Setting up the POS).

Receipt with an invoice: if an invoice exists for the receipt, the return automatically creates a credit note for the returned lines; its number is shown on the return receipt. If the receipt was paid on account, the only refund is Reduce receivable (on account) – the credit note reduces the open receivable and nothing is paid out.

Deposit and tip lines keep their business transaction type on return – in the DSFinV-K export they remain deposit or tip, not revenue.

#Reasons

Cancellations and returns always need a reason:

• If cancellation reasons or return reasons are maintained under Sales → Settings → POS → Reasons, tap one of them. Under Additional note (optional) you can add something.
• Otherwise you write the reason freely – at least 3 characters.

The reason is saved with the cancellation or return receipt. How to maintain reasons is described under POS settings.

#Refunding card payments

If the receipt was paid via the POS's card terminal (SumUp, Stripe or a directly connected ZVT or O.P.I. terminal), the POS refunds the money right at the terminal. In the cancellation, or in a return with To Card, the Card payment box appears with a switch:

• Reverse at terminal – when cancelling a receipt from today: the payment is reversed at the terminal.
• Credit at terminal – for older receipts and for returns: the amount is credited to the card. For a return this is exactly the return amount, at most the receipt's card payment.

The switch is on. Refund at terminal and cancel or Refund … and post return starts the process; the customer presents their card. The POS shows the status as during payment. Only when the terminal approves the refund does it post the cancellation or return receipt – the refund appears on it with the card details and in the POS log.

• Cancel at terminal ends a running refund.
• If the terminal declines, everything stays unchanged. Try again or switch off the switch.
• If the refund was approved but posting the receipt failed (e.g. connection lost), the POS remembers the refund: tapping again posts the receipt without refunding a second time. Quantities and refund method are then locked.

With the switch off, for card payments on an external device or at POS registers without a terminal, the POS only records the refund on the receipt (“Refund at terminal/merchant portal”). You then pay the money back via your provider's terminal or merchant portal – the POS reminds you of this when cancelling.

#Who may do what?

Without the permission, Cancel receipt and Return, or the switch for the refund at the terminal, are greyed out; tapping names the missing permission.

In the POS menu, entries for which your role lacks the permission are not shown at all – e.g. Cancellation and return, Cash in and out, X report, End-of-day closing and POS log.