Void or return a sale

A charged sale is never deleted: it’s either voided in full or some of its items are returned. Either way Ahorra POS puts the goods back in stock, records the refund and, if the sale had an e-CF, issues the credit note for you, all in one step.

Who can do it

Only users with the admin role. Cashiers don’t see the Void sale or Return items buttons.

You can void or return sales whose status is Paid, On credit, Shipped or Delivered. A quote isn’t voided: if you won’t charge it, delete it with Delete Order.

Void a whole sale

1. Go to Sales Orders and open the order.
2. Tap Void sale.
3. Read the When voiding this sale: list, which tells you exactly what will happen.
4. Type the Reason for voiding (required, up to 90 characters; it travels in the credit note).
5. Tap Void sale.

The order becomes Voided and its detail shows when it was voided, by whom, the reason and the credit note. A voided sale no longer counts as a sale.

Return some items

1. Open the order and tap Return items.
2. For each line you’ll see how many units were sold, how many were already returned and how many are left. Use + and − to choose how many come back, or All and None to go faster.
3. Check the Estimated refund. The final amount with ITBIS is calculated when the return is recorded.
4. Type the Return reason (required, up to 90 characters).
5. Tap Return with the amount.

The order keeps its status. Each line shows Returned: with the quantity, and a Returns section lists the date, reason, items, amount and credit note. You can record several returns on the same sale. Once everything is back, the order shows Fully returned and takes no more returns or a void. If you void a sale that already had returns, only what was left is voided.

What happens to each part

• Stock: the units go back to the warehouse the sale came from.
• Cash sale: a Refund is recorded out of your register. You need your register open; the refund shows in your movements and in the closing report.
• Card or transfer: the app records it, but you give the money back through the bank or the card terminal.
• Credit sale: a void cancels the receivable, so the customer no longer owes that sale. A return lowers what they owe. If the customer already paid part of it, void those payments in Accounts Receivable first: a void isn’t allowed while payments are recorded, and a return can’t be larger than the outstanding balance.
• Delivery: if the sale was paid but not yet delivered, voiding it also cancels the delivery.
• Fiscal receipt: if the sale had an e-CF, an electronic credit note (E34) that modifies it is issued automatically. If it had a series B NCF, the window tells you what will happen to that NCF (for example, that it will be reported as voided in form 608). If anything prevents the note from being issued, nothing changes.

Important: Under DGII rules, a credit note only lowers the sale’s ITBIS when it’s issued within 30 days of the original receipt. After that the customer still gets the refund, but the ITBIS remains owed. The tax reports reflect this.

Tips

• To exchange an item for another one, record the return and then ring up a new sale at the POS.
• Write clear reasons (“damaged item”, “wrong price”): they stay on the credit note and in the order’s detail.

Related articles

• Credit and debit notes
• Quotes and orders
• Cash register
• Collections and statements
• Tax reports 606, 607 and 608