When a customer brings something back, record it as a return rather than editing the original invoice. The original stays as a record of what happened, and the return records what happened next.
Steps
- Go to Sales Returns.
- Start a return.
- Choose the customer and the invoice it relates to.
- Add the items coming back, under Description/Item Details.
- Record how you are refunding it.
- Save.
Do not edit the original invoice
It is tempting, and it makes a mess. The original is what the customer paid, and your figures for that day are built on it.
A return recorded separately means both facts are true and visible. You sold it, then you took it back.
How to refund
Cash Refund is money handed back.
The alternative is leaving it as credit on the customer's account, which suits people who come in regularly and often suits you too. Their wallet balance goes up and comes off their next bill.
Ask the customer which they want rather than deciding for them.
Stock
A return puts stock back. That is the point, and it is why a refund handed over the counter without recording a return quietly leaves your counts wrong.
If the item is not fit to resell, take it out of stock again as damaged so it is not sold to somebody else.
Watching returns
All Status lets you see everything rather than one state at a time.
Returns of the same product over and over are worth noticing. That is usually a product problem or a description problem, and no amount of tidy paperwork fixes either.