Add a Refund Invoice from the POS Selling Screen

The cashier can return products from an issued invoice at the client’s request from the POS selling screen, and refund the amount to them. This guide explains the full refund cycle: finding the invoice, choosing the quantities, refunding the amount, what happens afterwards in the session, stock and accounts, and how to edit or delete the refund.

The cycle at a glance

Search for the invoice → Refund → choose the quantities → Confirm → Payment (refund the amount) → Confirm → print the refund receipt → it appears in the session details when the session is closed.

Step 1: Find the invoice

1. From the main menu, click Point of Sales, then Start Selling to go to the selling screen.
2. Click the button in the search bar above the products panel, and choose Search Invoices (Invoices).
3. The invoices of the current session appear. To reach an invoice from a previous session, search by one of the following:
   • The full invoice number.
   • The client name (more than 3 letters).
   • The client mobile number (more than 7 digits).
   • The invoice barcode printed on the receipt.
4. Click the Refund button next to the invoice.

Each invoice shows its payment status (Paid / Partially Paid / Unpaid) and its refund status (Partially Refunded / Fully Refunded). The eye button previews the invoice.

Step 2: Choose the products and quantities to return

The refund screen opens, with a preview of the original invoice and its previous refunds on the side:

1. In the To Refund column, set the quantity to return for each product using the (−) and (+) buttons or the number pad. Or click Refund available quantity for the line.
2. To return the whole invoice, click Refund All.
3. Click Confirm.

• The maximum for each product = the quantity sold − what was already returned. A product that was fully returned appears as not selectable.
• You can return part of the invoice, then return another part later.
• If you don’t set any quantity, the message Please refund at least 1 item appears.

After you confirm, the products appear in the cart in red, with the Total Refund. The refund is calculated with the same unit price, discount and tax as the original invoice (with its share of the invoice discount), and you can’t change the price, discount or client. To go back and change the quantities, click Back; to cancel the refund, click Discard.

Step 3: Refund the amount to the client

1. Click Payment.
2. Under Previous Invoice Payments, the payments of the original invoice appear. Click the refund icon next to the payment (Ref. …) to refund the amount with the same payment method, or choose any other payment method enabled in POS.
3. Make sure the amount in To be Refunded equals the Refund Amount in Refund Details.
4. Click Confirm. The refund is saved and its receipt is printed automatically.

Warning: the refunded amount must match the refund payment

The refunded amount must be exactly equal to the refund payment. Otherwise the confirm button turns red with one of these messages:

• Refund Payment Is Less Than Refund Amount, or
• Refund Payment Is More Than Refund Amount.

Example: if the refund payment is 230.161 and it’s displayed rounded to two decimal places as 230.16, and you type 230.16 manually, the system may reject it because the amount paid is less than the amount to be refunded.

After saving the refund

Item	What happens
Receipt	The refund receipt is printed automatically using the POS invoice design, and it appears in Refund Receipts.
Original invoice	Its status changes to Partially Refunded or Refunded.
Stock	The quantities go back to the POS warehouse.
Treasury	The refunded amount is deducted from the session’s sales for that payment method.
Accounts	An entry is recorded for the sales returns, the tax and the refunded amount (in journal-entry-per-session mode, it’s created when the session closing is confirmed).
E-invoice	If e-invoicing (ZATCA) is enabled, the refund is sent automatically as a credit note.

The refund in the session details

From POS Sessions, open the session:

• The Refunds tab shows the session’s refund receipts.
• The Sales details by Payment Methods table shows, for each payment method, the amount paid, the Refunds and the Net.
• The amount expected in the drawer at closing = sales − refunds (per payment method).

Edit or delete the refund

• You can’t edit or delete the refund from the selling screen; do it from its page in Refund Receipts.
• This is possible only while the session is open. If it’s closed, a message ending with that related to closed POS session appears. Unconfirm the session closing and reopen the session, edit or delete the refund, then close the session and confirm it.
• A deleted refund goes to the Refund Trash.
• You can’t delete an original invoice that has a refund; delete the refund first.

Cases and restrictions

Case	Result
An invoice from a previous or closed session	It can be refunded, and the refund is recorded in the current session.
A regular sales invoice (created outside POS)	It can be found and refunded from POS.
An unpaid or partially paid invoice	It can be refunded.
A draft invoice	It can’t be refunded.
A quantity larger than what’s available	This item exceeds the amount that can be refunded.
A client different from the invoice’s client	Client is not the same as the original invoice.
A suspended client or warehouse	The refund can’t be saved.
Other users’ invoices don’t appear in your search	You need the permission to view all invoices.

The cashier also needs the permission to add invoices or to open POS sessions. Set these from Roles.

FAQ

How do I return a product from an invoice in POS?

Search Invoices → Refund → set the quantity → Confirm → Payment → Confirm.

I can’t find the invoice in the list?

The list shows the current session’s invoices only. Search by the invoice number, client name, client mobile, or the receipt barcode.

The Refund button doesn’t appear?

The invoice is fully refunded, or you selected a refund receipt rather than an invoice.

The system refuses to save the refund payment?

The refunded amount doesn’t exactly equal the refund payment (usually because of rounding). Use the amount the system suggests. Details.

Can I refund the amount as client balance instead of cash?

Not from POS. You can refund only part of it and leave the rest on the client’s account if Deferred and Partial Payment is enabled.

Can I make a refund without an invoice?

Not in POS; a refund is always created from an invoice.