POS Returns
This guide explains how to manage product returns made at the Point of Sale terminal, including the approval workflow and how returns are integrated with inventory and accounting.
What is a POS Return?
A POS Return records the process of a customer returning one or more items from a previously completed sale. It handles:
- Refund issuance to the customer (cash, bank, or original payment method)
- Inventory restocking (returning items to the warehouse)
- Accounting entries (credit note + payment reversal)
Where to find it in the UI
Navigate to POS → Operations → Returns
Return Statuses
| Status | Description |
|---|---|
| Draft | Return has been created but not yet submitted |
| Pending Approval | Return is awaiting manager approval |
| Approved | Return has been approved and is ready to process |
| Processing | Return is currently being processed |
| Completed | Return has been fully processed with refund issued and stock updated |
| Rejected | Return was rejected by a manager |
| Cancelled | Return was cancelled before processing |
Return Workflow
Draft → Pending Approval → Approved → Completed
↘ Rejected
- Created at the POS terminal or backend.
- Submitted for manager approval (if the return policy requires it).
- Approved (or rejected) by an authorized user.
- Processed — automatically creates:
- A Credit Note (negative invoice) in the accounting module
- A Payment Reversal (outbound payment refund)
- A Stock Move to restock returned items (if applicable)
Return Details
Each POS Return contains:
Header Info
- Return Number: Unique identifier (e.g.,
RET-0001) - Original Order: The POS order the return is based on
- Return Date: When the return was initiated
- Status: Current workflow state
- Refund Amount: Total amount to be refunded
- Refund Method: How the customer is refunded (cash, bank, etc.)
Return Lines
Each line corresponds to an item being returned:
- Product
- Quantity Returned
- Unit Price (from original order)
- Line Refund Amount
- Condition: good, opened, damaged, defective
- Restock: whether the item will be returned to inventory
Accounting Integration
Once processed, the return links to:
- Credit Note — a negative invoice reversing the original sale
- Payment Reversal — an outbound payment confirming the refund
- Stock Move — records items returning to inventory
Actions
From the View page of a return, authorized users can:
Approve Return
- Available when status is Pending Approval
- Records the approving user and timestamp
- Moves status to Approved
Reject Return
- Available when status is Pending Approval
- Requires a rejection reason
- The reason is appended to the return notes
Process Return
- Available when status is Approved
- Triggers the complete processing pipeline:
- Creates a credit note (posted immediately)
- Creates a payment reversal (confirmed immediately)
- Creates stock moves for items marked for restocking
Related Documentation
- POS Orders — View the original orders
- POS Sessions — Manage cashier sessions