--- title: "Returns & Refunds" space: "X POS" url: "https://docs.kodlyft.com/xpos/returns-refunds" updated: "2026-05-29" --- X POS supports a complete return and refund workflow. Returns create credit notes (negative invoices) linked to the original sale, ensuring proper accounting and inventory management. --- ## Prerequisites Before using returns, ensure these settings are configured in your POS Profile: | Setting | Required Value | Description | | -------------------------------- | -------------- | ---------------------------------------------------------------------------- | | **Allow Return** | Enabled | Master switch for the return feature | | **Allow Return Without Invoice** | Optional | If enabled, returns can be processed without referencing an original invoice | | **Enable Return Validity** | Optional | Enforce a time limit for returns | | **Return Validity Days** | e.g., 30 | Number of days after purchase within which returns are accepted | | **Allow Free Batch Return** | Optional | Allow returns without matching the original batch number | --- ## Starting a Return There are three ways to initiate a return: ### Method 1: From the Navbar (Ctrl + R) 1. Click the **Return** button (amber colored) in the Navbar, or press **Ctrl + R** 2. The **Return Invoice Dialog** opens 3. Search for the original invoice by invoice number or customer name 4. Select the invoice from the results 5. Choose items and quantities to return 6. Click **"Process Return"** ![](/files/image32b749.png) ### Method 2: From the Orders View 1. Navigate to **Orders** (Alt+2 or via sidebar) 2. Find the original invoice 3. Click the invoice to view its details 4. Click the **"Return"** button in the order detail modal 5. The system automatically: - Clears the current cart - Enters return mode with the original invoice reference - Populates the cart with returnable items (with remaining returnable quantities) - Redirects to the POS interface ### Method 3: Via Command Search 1. Press **Ctrl + K** to open Command Search 2. Type "Return Invoice" 3. Select the action from results --- ## Return Invoice Dialog — Step by Step The Return Dialog operates in two phases: ### Phase 1: Invoice Selection 1. **Search Input** — Type at least 2 characters to search 2. The system searches by invoice name or customer name via API 3. **Invoice Cards** appear showing: - Invoice name/number - Customer name - Posting date - Grand total amount 4. Click an invoice to select it ![](/files/imagedc3f8a.png) ### Phase 2: Return Item Selection After selecting an invoice, the dialog shows the items from that invoice: 1. **Header** — Shows the selected invoice name and customer 2. **Back Button** — Return to invoice search 3. **Items Table** with columns: - **Item** — Item name and code - **Sold Qty** — Original quantity sold - **Return Qty** — Editable numeric input for quantity to return - **Amount** — Line amount for the return 4. Each item's return quantity is pre-filled with the **maximum returnable quantity** (original qty minus any previously returned qty) 5. Adjust the return quantities as needed (0 to max returnable) 6. Click **"Process Return"** — only enabled when at least one item has return qty > 0 ![](/files/imagef1f8ce.png) --- ## Return Mode in POS When a return is initiated, the POS interface enters **Return Mode**: ### Visual Indicators - **Amber Return Banner** — A yellow/amber alert strip appears at the top of the cart showing "Return Mode" with the original invoice reference - **Amber Grand Total** — The total displays in amber instead of the usual color - **Negative Quantities** — All items show negative quantities - **Locked Customer** — The customer section is locked and cannot be changed ### Restrictions in Return Mode - Cannot change the customer - Cannot add new items that weren't in the original invoice (when returning against a specific invoice) - Cannot apply delivery charges - Cannot redeem loyalty points - Cannot apply write-off amounts - Coupon and offer inputs are hidden ### Exiting Return Mode - Click the **"Exit Return"** button on the amber banner - This clears the cart and restores normal sale mode --- ## Processing the Return Payment When you click **Pay** in return mode: 1. The Payment Dialog opens in **Return Mode** (amber styling) 2. The amount shows as **negative** (e.g., -$150.00) 3. Select the refund payment method 4. Enter the refund amount 5. All payment amounts are automatically negated 6. Click **"Save & Print"** or **"Save Only"** The system validates that: - All item quantities are negative - The grand total is negative - A "Return Against" invoice is set --- ## Return Validity If **"Enable Return Validity"** is enabled with a configured number of days: - The system checks the posting date of the original invoice - If the return is attempted after the validity period, it will be rejected - Example: If Return Validity Days = 30, an invoice from January 1st cannot be returned after January 31st --- ## Partial Returns X POS supports partial returns: - You can return fewer items than were originally sold - Adjust the return quantity for each item individually (0 to max returnable) - Items with return qty = 0 are excluded from the return - The **remaining returnable quantity** is calculated as: `Original Qty - Previously Returned Qty` - Multiple partial returns can be made against the same invoice until all quantities are exhausted --- ## Returns Without Invoice If **"Allow Return Without Invoice"** is enabled: - Returns can be processed without searching for or selecting an original invoice - The cashier manually adds items and sets negative quantities - This is useful for scenarios where the original receipt is unavailable - The return invoice will not have a return against reference > **Note:** This should be used with caution as it bypasses the normal validation of returnable quantities.