Returning goods in the Torgsoft program

Step 1. Search for the sold item 

There are several ways to find the item the customer is returning:

• By receipt (the fastest way). If the customer has a receipt with a barcode (printed by the program), simply scan it in the «Barcode» field on the Return form. The program will automatically open the list of items from that receipt.

• Selecting from the sales list. Unlike a return by receipt, here the first action must be clicking the «Create return» button (or pressing Ctrl + F4). Only after that should you click the «Select receipt for return» button (or Ctrl + F11). The sales log will open, where you can find the required sale by date, amount, or customer surname.

• By customer. If the sale was made using a discount card, you can simply scan the customer’s card — then the buttons will become active automatically. If you do not scan the card but search for the customer manually, you must first click «Create return», and only then the «Select customer» button. The program will show all goods purchased by this customer.

• Without a receipt (manually). If there is no physical receipt, the easiest option is to use the already active «Select receipt for return» action immediately after opening the «Return» form. You can also click «Create return» and then scan the barcode of the item itself. The program will prompt you to select the sale from which this item was sold. In addition, you can always use any of the methods described above that open actions for selecting a sale or a customer.

Step 2. Select the item

In the list of items on the receipt, check the positions the customer is returning. If not the entire quantity is being returned (for example, 1 pc. out of 5), click the Edit button (F3) or Set return quantity (F2) and specify the required quantity. After selecting, click the Return item button (the Enter key) — the item will be returned to stock.

Step 3. Refund 

Click the Refund money button (F6). A payout window will open where you need to choose the refund method:

• Cash: if you are returning cash from the till.

• Cashless payment: if you are returning funds to a card (you need to check «Advanced» and choose «Return everything from the settlement account» or «Return in the same form...»).

2. How to process a return through the Software ECR (pECR)

If the sale was fiscal, the return must also go through the tax server.

 Basic conditions:

1. In the «Refund money» window, the «Print return receipt» checkbox must be selected.

2. The item in the directory must have the «Fiscal» attribute.

3. You cannot return an item through the pECR if it was not sold through this pECR.

 Fiscal return procedure:

1. Follow the item selection steps described above.

2. Click Refund money (F6).

3. Make sure the «Print return receipt» switch is enabled.

4. Click the Money refunded button.

5. The program will automatically connect to the State Tax Service server, register the return receipt (expense receipt), and print it (or send it electronically, if configured).

 Important pECR nuances:

• Bank terminal. If the refund is made to a card through a connected terminal, the terminal settings must include the «Refund» operation (merchant) (usually this is the «Refund» or «REFUND» operation type with the corresponding merchant number, often number 2).

• In this case, the terminal may ask you to enter the cashier’s password or the authorization code from the sale receipt (RRN).

• Receipt voiding (cancellation). If you mistakenly issued a receipt and want to cancel it immediately (this applies only to the last receipt), you can use the «Receipt voiding» function in the Settings — Software ECR — Receipt operations menu or through the «Fiscal registrar» button in the sale form. This completely cancels the last receipt as if the sale had never happened.

3. Special cases

• VIP customer return. If you work with VIP customers (sale on credit), then during a return the program will ask whether this is a return of unpaid goods (the debt will simply be written off) or paid goods (the money must be returned or credited to the customer’s balance).

• Return of goods with a warranty. If the item has a serial number, during the return a window will open for selecting or scanning the specific serial number that is being returned to stock.

• Online trade. If the item was sent via Nova Poshta with cash on delivery and the customer did not collect the parcel, it is necessary to cancel the chain of receipts (if they were created) or process a return.

Програма обліку товару для інтернет-магазинів, крамниць, торгових точок, складів та виробництва