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Sales Return Basics

Chris Muench
Chris Muench
  • Updated


The sales return feature lets you do no-hassle returns if your customers aren’t happy with their purchase. This article gives a brief overview of the options available on the sales return feature.

It’s important to understand that a return is considered a type of sale in PHP POS, so the process and screens are near identical to when you are completing a sale at checkout. Reference the article on sales basics for more information here.

In This Article:

Create a Return

Navigate to the Sales main feature page.

You may have to select a register if your store location has more than one, see the documentation here for information on selecting registers.

Once you are on the sales main page, click the Sale button near the search bar and select Return in the dropdown.

Once you’ve opened the return page, there are three main sections for you to fill out the information, the item queue, the customer information, the price section, and the payment selection.


 Item Queue

The first thing you need to do once on the return page is add items to the queue that the customer is going to return to your store. Information on how to add items to the queue as well as how to adjust things such as the quantity, cost, or total cost of items can be found in the article here.


Customer Information

Customer information should be added when returning items so that your reports on customer spending are accurate. Especially if you have a loyalty program, it’s important to note customer information for returns.

See the article here about adding, editing, and managing customer info in a sale.

Price Section

If you have discounts that you need to apply to a return or an adjustment that needs to be made for taxes, you can do so in this section. Note that the totals will be negative numbers, as the money is being removed from your store. See the article here for more information on adjusting the price section settings.

Payment Selection

The payment section lets you record how much and what method you are using to repay a customer. You can record the entire return with one payment type or split it between multiple types. More information about payment selection can be found here.

Complete a Return

Once you have finished a return and all the necessary information is entered, click Complete Sale in the payment section.

You’ll be brought to the sale receipt page. See the section here on sales receipts for more information.

Edit a Return

If after completing a return you realize there was a mistake, you can open the return again to make a change and reprint the receipt. On the return screen click the ellipsis (...) in the customer information section and select Show last sale receipt.


If the return you need to edit was not the last one completed, simply click Lookup Receipt instead. Enter the Sale ID that you need to edit and then continue with the directions below.

Once the return receipt opens, click Edit in the top left corner.

A warning will pop up telling you that any edits will replace the current record. Click OK to proceed. You’ll be brought back to the return screen where you can then edit any aspect of the sale. When you’re done finish the return as you normally would by selecting Complete Sale.

Cancel or Delete a Return

Before a return is completed, it can be canceled at any time. Once items are added, a button to Cancel Sale will appear above the customer information section.

If you have already completed a return, you can delete it from your records by looking up the sale as if you were going to edit it. Once you are on the edit screen, above the customer information will be a new option to Void/Delete. This will remove the sale from your records and correct any applicable inventory.

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