EPOS – Refunds & Credits

In Agility Professional Refunds and Credits can be associated to the original sale which is always better as this means that prices are the same as to how the customer were charged.

Refunds can also be done without associating.

Associating a Refund:

From the till screen, click F11 – Refund for Returned Goods or press F11 on your keyboard

This Manager Override screen will appear:

If the security permission is granted there is no need to enter the EPOSID of the staff member, as this will already be inputted. A reason code is required, to select one use the search glass to bring up the list.

Select appropriate Reason Code.

Then click Select

And then click Validate

After clicking Validate, the till screen will change colour to let the user know they are now in REFUND/CREDIT mode:

The above screen defaults to the Invoice Number field as this is normally the best way to search.

As can be seen in the above image there are various ways to search for the sale. Clicking F1 Search without putting any criteria in the search fields will return all sales between the selected date range.

The Sale Details appear in the top grid, the Product Details of the selected sale appear in the lower grid.

Once the sale has been identified, click on the row of the sale so it is highlighted by the black arrow. Then select the stock code from the bottom grid, the quantity to be refunded/credited can also be edited here.

In the below example the sale that has been selected is:

Invoice Number 99756 from Nov 28 2021, and then only item on this sale is Stock Code 0000128

On the Product Details grid, there are the following columns:

Code: The stock code

Description: Description of the stock code

QTY: The quantity that was sold

QTY Cr: This is the quantity that has already been credited

Qty to CR: This is the Quantity to credit; it defaults to the original Quantity sold. If it is more than 1, then it can be reduced accordingly

Disc: if any discount was applied to the original sale, it appears here

Total: The total price the item was originally sold for 

Select: If the original sale included multiple stock codes, the stock codes not being returned can be unticked here

Ret Stk: This is ticked by default, if an item is not being returned to stock – untick this

Previous Adjustments: If a credit has already been done on the sale, this will be shown here

Click F2 Return button to return the selected item(s) to the till.

Once in the till, no further changes can be made, if a mistake was made cancel refund and start again.

Now process the sale as normal, buy clicking Sub Total (F4/F5)

Then selected the method by which the customer will be refunded:

Gift Card

Credit Note

Credit Card

Cash

When money is being returned a note screen will appear showing what invoice the refund is linked to and further notes can be added here.

STEPS FOR REFUNDING TO DIFFERENT PAYMENT METHODS

Gift Card

Before being able to refund to a Gift Card, the below setting must be enabled via Tools-Tools Menu-Companies-System Parameters-EPOS System Parameters:

  

(If this option is enabled, then the Credit Note option will not be available for refunding to. It is a choice between Gift Card or Credit Note)

When processing the refund, after clicking Sub Total (F4/F5) select Credit G/Card 

When prompted, input the Gift Card number that you are refunding to, and the click OK:

Credit Note

When processing the refund, after clicking Sub Total (F4/F5), select Credit Note

When prompted with the below message, click Yes

Next, fill in the customer’s details, pressing Enter on your keyboard when done:

This will then print a Credit Note for the refunded amount.

Credit Card

When processing the refund, after clicking Sub Total (F4/F5), select F6 Credit Card

And then process the credit card transaction as normal

Cash

When processing the refund, after clicking Sub Total (F4/F5), select F5 Cash

And then process the transaction as a normal cash transaction, handing the customer the refunded amount in cash.