EPOS - Refunds, Credits & Exchanges

EPOS - Refunds, Credits & Exchanges


EPOS - Refunds, Credits & Exchanges



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:



From here a stock code can be entered to credited or click F10 – Associated Sale or press F10 on your keyboard and this is where the user can identify the sale needing refunding/credited.


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.



Exchanges 

Exchange for Faulty goods (same priced items)

There is also an option to Exchange items at the till. To start an exchange, first scan the item that the customer is returning and then at the Amend Quantity screen press F2 on your keyboard to initiate an exchange:


Info
If the above screen doesn't appear, press F2 or click the Override Qty button:

When prompted you can choose whether to return the item to stock or not:


The line will then show red in the Grid to indicate it is being exchanged:


You can now scan or search for the item that the customer is buying. In this first example the customer is exchanging a like for like product (for example the one they are returning is broken, so they want a replacement):

Therefore the customer owes nothing and there is no balance to refund, so press subtotal and finalise the transaction by choosing the payment metho (obviously no payment is being made, but an option needs to be selected to finalise the transaction. It is best practice to select whatever the original payment method was for the original purchase):


Press Ok here, 0.00 is correct as nothing is to pay or refund:

Then finish off the sale by choosing if the customer wants a receipt or not:


Exchange - Different Priced Stockcodes (return one item, buy a different one)

You can also return a product and buy a new product that is either higher or lower in price. To start an exchange, first scan the item that the customer is returning and then at the Amend Quantity screen press F2 on your keyboard to initiate an exchange:


Info
If the above screen doesn't appear, press F2 or click the Override Qty button:

When prompted you can choose whether to return the item to stock or not:


The line will then show red in the Grid to indicate it is being exchanged:

You can now scan or search for the item that the customer is buying. The item the customer is buying costs less than what they are returning, so they are owed money:

Press Subtotal, and the amount that is owed to the customer now shows:


Now choose what the original payment method was, and refund the customer the above amount:
NOTE: IF purchases is on a credit card the refund MUST be 


Alternatively, if the customer is buying an item that costs more than what they are returning - they will owe money:


The process is the same, Subtotal and then select the payment method they wish to use to pay off the remaining balance:



Then finish off the sale by choosing if the customer wants a receipt or not:

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