How to Exchange Products and Use Credit Notes

What Is Credit Notes

In a Point of Sale (POS) system, a "Credit Note" functions as a documentation of returned items' value by a customer. This note acts as a credit on the customer's account, enabling them to utilize the credited amount for upcoming transactions. The primary objective of a "Credit Note" is to formalize the return of goods, streamlining the exchange or refund procedure.

When a Client brings a product to the store and requests an exchange, the sales personnel must adhere to business policies. (Some businesses may not facilitate exchanges).

On occasion, customers may seek an exchange without a receipt. In such instances, it is necessary to gather additional information such as product details, purchase date, and customer name in order to locate the receipt number.

Once a customer wishes to exchange their purchased item for another product or the same product in a different size or color, the user must initiate the creation of a "Credit Note" and then provide the CREDIT NOTE to the customer. Upon the customer's return with the new item, it should be invoiced with the CREDIT NOTE number specified as the PAYMENT METHOD. (Activation of the Credit Note option is required through the Back Office initially).

How To Activate 'Credit Note' Option via Back Office

1. Login to POS Back Office
2. Select “ Settings ” from main menu
3. Go to the “ Feature”
4. Tick ON “ Credit Note ” button
5. Click “ Save”

(Once you ON “Credit Note”, it will appear on the POS App)

Step By Step Process

Rizal, a shopper, purchased a pair of shoes but needed a different size. Upon requesting an exchange, the sales personnel asked for the product details and the original receipt. Utilizing the POS system, the sales personnel generated a credit note for the returned shoes, assigning a unique number and giving Rizal a printed copy. Following this, Rizal picked the correct size for the exchange, and the sales personnel initiated a new transaction. While processing the payment, the POS system prompted the sales personnel to select a payment method, and they opted for the "Credit Note" option.

Steps

1. POS App main menu 2. Select “ Manage Sales ” 3. Click “Past Receipts” 4. Select the relevant receipt via calendar or search area 5. Click on the relevant receipt 6. Click the “ Refund” button right-hand upper corner 7. Tick On or Click on the item you need to exchange 8. Click the “CREDIT NOTE” button

(Once you click, a Credit Note will be printed and a Credit Note ID will be created)

Print, send or share the Credit Note, so then the customer can present it at the billing counter

Proceed with the new sale.

The cashier initiates a fresh transaction for the exchange and includes the new items in the bill.

While processing the bill, the POS system prompts the user to select the "Credit Note" payment method.

1. POS App main menu 2. Select “ New Sale ” 3. Select the item and click the “Charge” button 4. Once you click the “ Charge” button in the Payment Interface, you will see payment types 5. Select the payment type “ Credit Note” from drop-down menu 6. Enter Credit Note ID correctly (This can be found via Credit Note receipt) 7. Click OK and Charge