What is Refund Receipt?

A refund receipt is a write-up of goods returned by the customer. It is issued when a customer asks for a refund for the item(s) or services provided.

In XoroERP, the refund receipts can be created on the existing Sales Receipts in the system. Saving a Refund Receipt will credit the selected bank.

By issuing a refund receipt, you can effectively record the following:

1. Sales Receipt details

2. Returned item details

3. Refund amount

4. Payment method

Creating Refund Receipt

Creating a Refund Receipt in the XoroERP system involves selecting the associated sales receipt, entering the payment method and adding the items being returned.

Entering a Refund Receipt

When entering a refund receipt, you'll begin by selecting the Sales Receipt Number and entering the essential header-level information, such as the payment method, account, date, and shipping return details.

To create a refund receipt, go to Menu > Sales > Refund > Refund Receipt

Refund Receipt Header

Section	Field	Description
Main	Select Receipt Number	This field allows you to search for and select the sales receipt for which the refund has been requested.
Main	Ref No	This field in the refund receipt allows you to assign a unique reference number or identifier for easy tracking and reference purposes.
Main	Customer	This is the customer who has requested the return. Once a sales receipt is selected, the customer is automatically populated in this field.
Main	Date	This is the field that shows the date of the refund.
Main	Payment Method	This field enables you to select the method of payment for the refund.
Main	Project/Class	This field will display the project or class of the sales receipt that is retrieved.
Main	Select Account	This field shows the account for this refund.
Shipping Returns	Shipping Method	This field displays the method of shipment retreived from the sales receipt.
Shipping Returns	Shipping Term	These are the Shipping Terms options retreived from the sales receipt.
Shipping Returns	Tax Code	This field shows the tax code applicable to the shipping charges retreived from the sales receipt.
Shipping Returns	Shipping Available	This field retrieves the shipping amount available to return from the sales receipt.
Shipping Returns	Shipping Amount	Enter the shipping amount to return.
Shipping Returns	Shipping Expense Account	Select the shipping expense account for the shipping return.
Footer	Memo	This field provides space for writing notes or any additional information related to the refund receipt.
Footer	Exchange Rate	If the refund receipt is for a foreign customer, the exchange rate will be captured here.
Footer	Address	This is an editable field that shows the customer’s address retrieved from the sales receipt.
Footer	Cheque Number	This field applies if the payment method is a cheque. Enter a number, or click the to automatically generate the next cheque number from the system – it is incremented from the previous number, or check “Print Later?” to print the cheque number later from the queue.

Adding Lines to a Refund Receipt

After inputting the header-level information in the refund receipt, you'll proceed to enter line-level details, which encompass the specific goods returned by the customer. In the line-level section, you can add individual items and specify their quantities, unit cost, and any applicable taxes.

To add the item(s) to the Refund Receipt, click on the "Add Item" button in the Refund Receipt Details section.

Use the convenient keyboard shortcut (Alt+A) for the "Add Item" option

This will take you to the "Sales Receipt Refund Lines" screen. Here, you can see the item(s) on the sales receipt and add the item(s) to the refund receipt.

Sales Receipt Refund Lines Fields

Field	Description
Available To Refund	This is the item quantity that is available to be refunded.
Cost	This is the unit price of the item recorded on the sales receipt.
Description	This field displays the description of the item.
Item#	This is the unique identifier of the item.
Qty	This field displays the item quantity on the sales receipt.
Refund Qty	This field allows you to add the item quantity to be refunded. Click on "Add Qty" and select the refund location and quantity in the "Add/Change Refund Receipt Qty" screen.
Refunded	This field displays the item quantity that has already been refunded.
Returnable?	This flags shows whether the item is refundable or not.
Return Code	This editable field allows you to select the reason code for the return.
Return Note	Add any return notes for the item here. Typically these are notes about the item (damaged, missing parts, etc.).
Tax	This field specifies the tax code applied to the item.
Type	This field specifies the type of item, such as inventory, non-inventory, etc.
Uom	This field specifies the unit of measure for the item (liter, unit, kilogram, etc.).

Refund Receipt Details Fields

Field	Description
Amount	Displays the calculated amount, which is the result of (Unit Price * Qty - Discount).
Description	This field displays the description of the item.
EUP	Indicates the Effective Unit Price for the item.
Item#	The unique identifier for the item.
Item Type	Specifies the type of item, such as inventory, non-inventory, etc.
Project/Class	Displays the project or class associated with the item line.
Qty	This field displays the item quantity that is to be returned.
RCode	This is the field that shows the reason code of the item that you are adding.
Re-stocking Fee	This is an editable field that allows you to add an absolute or percentage re-stocking fee for the item.
Return Note	Add any return notes for the item here. Typically these are notes about the item (damaged, missing parts, etc.).
Tax	This is the tax code of the item you are adding.
Unit Cost	This field displays the price of the item.
Uom	Specifies the unit of measure for the item (liter, unit, kilogram, etc.).

After completing the header fields and adding items, click on the "Save" button to create a refund receipt. The system will automatically assign a unique number to the refund receipt in the format of RR-R000001, where "RR" denotes the return store code and 1 denotes a sequential series. This number will be displayed on the top left corner of the page. Once this number is generated, it becomes a permanent identifier and cannot be altered. The new refund receipt will be created in the Closed status.

Use the convenient keyboard shortcut (Alt+S) for the "Save" action and (Alt+N) for the "Save and New" action

Refund Receipt Options

The Refund Receipt module offers a variety of options at both the header and detail levels to effectively handle and streamline the processing of refund receipts.

Refund Receipt Header Level Options

These options are located under the "Options" menu in the top right corner of the page.

1. Void: Voids the refund receipt. Voided receipts are deleted permanently from the system.

2. Add To Email Queue: Places the refund receipt in the email queue for sending at a later time.

3. Print Cheque: If the refund has been processed via cheque, this option allows you to print the cheque.

4. Show Transactions: Show the Journal Transactional View for the refund receipt.

5. Show Audit Trail: Shows the activity log or a detailed history of all the changes, actions, and interactions related to the refund receipt.

Refund Receipt Detail Level Options

These options are located under the "Options" menu in the details section of the sales receipt.

1. Batch Re-Stocking Fee: Allows applying the re-stocking fee in bulk to multiple line items.