Refund a Completed Sale
Introduction
You may be required to execute a Refund transaction, in a scenario wherein a customer is willing to return a product purchased earlier. In case of a refund, the total amount of the product(s) being returned is refunded. This amount can be returned in cash or be credited to the customer’s credit card.
Once a Sale is refunded, it cannot be undone.
Performing A Refund Transaction
There are 2 ways to perform a Sale Refund in Tagrain –
-When the customer has the sale transaction receipt
-When the customer does not have the sale transaction receipt
Performing Sale Refund With A Sale Transaction Receipt
Step 1. Log in to the Web Register and click on the “Recent Sales” Tile to bring up the Recent Sales window.
Alternatively, a sale transaction to be refunded can also be searched by specifying the search filters like Transaction Id, Date Range, Include All POS (if the transaction being searched was done on a different POS / Store) etc.
Figure 01 - Search Filter
Step 2. Once the transaction to be refunded is located, the customer may want to refund a few of the products in the transaction OR may seek a refund for the entire transaction.
Scenario 1. Customer Is Seeking A Refund For A Few Products In The Transaction.
Select the transaction from which a few products need to be selected for refund. Click on the arrow ( ) sign to expand the transaction.
Figure 02 – Recent Sale Screen
Select the product that needs to be refunded and click on the Action button to select Refund.
Figure 03 – Recent Sale Screen With A Few Products Selected
Tagrain allows you to refund the Surcharge applied on a Sale transaction. To achieve this the switch Refundable must be set to ON for that Surcharge. See: Surcharges
In case of a partial refund, the percentage surcharge is prorated based on the order value that is being refunded. The application will default the (percentage) surcharge that was applied to the original sale transaction.
The products marked for refund are listed with a negative ( – ) sign on the Transaction screen. Click the Pay button to proceed to the Payment screen.
Figure 04 – Transaction Grid Screen
On the Payment Screen you can process the refund for the customer.
Figure 05 – Payment Screen
For walk-in customers who are not registered, the refund can be processed either in Cash or Credit Card or Gift Card. For registered customers, additional options like Loyalty, Store Credit and On-Account are enabled.
Once the refund is processed, it will start to reflect as a Refund transaction under the Recent Sales transaction register.
Figure 06 – Recent Sales Screen Reflecting Refund
Scenario 2. Customer Is Seeking A Refund For The Entire Sale Transaction.
Select the transaction for which the refund is to be processed. There are 2 methods of doing it.
Method 1
You may either click on the arrow ( ) sign to expand the transaction and select individual products one by one and click Refund.
Figure 07 – Recent Sales Screen
Method 2
Click on the […] against the transaction (collapsed) and click Refund.
Figure 08 – Recent Sales Screen
This will bring the product in the transaction list highlighting it with a negative ( – ) sign. Click "Pay" to proceed to the Payment screen.
Figure 09 – Recent Sales Screen
On the Payment Screen you can process the refund for the customer.
Figure 10 – Payment Screen
For walk in customers who are not registered, the refund can be processed either in Cash or Credit Card or Gift Card. For registered customers, additional options like Loyalty, Store Credit and On-Account are enabled.
Once the refund is processed, it will start to reflect as a Refund transaction under the Recent Sales transaction register.
Figure 11 – Recent Sales Screen Reflecting Refund
Performing Sale Refund Without The Sale Transaction Receipt
This is a case where the customer wants a refund but is not carrying the sale transaction receipt with him. In this case the cashier will select the product from the button panel OR by searching for it using the Transaction search box.
Figure 12 – Transaction Search Screen
Since the product is to be refunded, the cashier will click the blue pencil to open the “sale item edit screen." Depending upon the quantity of the product that needs to be refunded, the cashier will edit the qty field and change it to a negative value, as shown in the image below.
Figure 13 – Sale Item Edit Screen
The item that the customer requested a refund for will be displayed in negative, in the Sale Item List, as shown in the image below.
Figure 14 – Transaction Screen
Click "Pay" to proceed to the Payment screen. The refund can be processed in any of the following ways:
- Cash
- Credit Card
- Gift Card
- Loyalty (Only for registered customers)
- Store Credit (Only for registered customers)
- On-Account are enabled (Only for registered customers)
Figure 15 – Payment Screen
This refund transaction also starts reflecting as a Refund in the Recent Sales transaction register.
Figure 16 – Recent Sales Screen
A refund sale transaction increases stock in hand of the product refunded equivalent to the quantity refunded.
A refund transaction will start reflecting as a Refund in the Recent Sales transaction register.
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