POS Refunds & Returns

POS Refunds & Returns

A customer brings something back, or you rang the wrong thing? Every POS sale can be refunded (part or all) or voided (cancelled outright, within a short window).

Find the sale

1. Go to Point of Sale → Sales
2. Set the From / To date range if needed (defaults to the last 7 days)
3. Click View on the sale (rows show the sale number, date, method, status, and total)

The sale detail page shows the line items, totals, payment method, and any refunds already issued.

Issue a refund

1. On the sale detail page, click Refund
2. The amount pre-fills with the refundable remaining balance — accept it for a full refund, or type a smaller number for a partial
3. Optionally add a reason
4. Pick the refund method: Cash, Card, Check, or Other
5. Confirm

The refund is recorded against the sale. The sale's status becomes Refunded (fully) or Partially refunded, and the Refundable remaining figure drops. You can issue multiple partial refunds until the balance reaches zero.

Refunds are about money only — you choose the amount. There's no per-line "select items to return" step; enter the dollar amount you're giving back.

Void a sale

A Void cancels the whole sale (for mistakes rung moments ago). The Void button is only enabled when:

• The sale is completed, and
• It has no refunds against it, and
• It's within 24 hours of the sale

Outside that window, use a refund instead. Voided sales show a struck-through Voided badge in the sales list.

What the status badges mean

• Completed — paid, nothing reversed
• Partially refunded — some money returned
• Refunded — fully returned
• Voided — cancelled within 24h
• Draft — an in-progress sale that wasn't completed

Reporting

Refunds appear on the sale detail page (each one with amount, date, method, and reason) and reduce the Net figure in Point of Sale → Reports for the period.

FAQ

Can I exchange one item for another? There's no built-in exchange. Refund the returned item's value, then ring a new sale for the replacement.

Can I refund a sale with no original record? No — refunds attach to an existing sale. Find it under Sales first.

Does refunding restock inventory? The refund records the money; it doesn't auto-adjust item stock. Adjust stock on the item under Point of Sale → Items if needed.

How is the money actually returned to the customer? The refund records the return in HandyBook. For card sales captured through Stripe Terminal, process the card refund in Stripe; for cash or check, hand it back. The method you pick documents how.

Can I refund more than the sale total? No — the amount is capped at the refundable remaining balance.