Big refunds are where money leaks. This guide shows how to make the app ask a second person before a large refund is paid, how that person approves or rejects it (with a reason the cashier can read), how to swap goods with Exchange items, and where to check the result.
Open Sell › Returns. Sale Returns lists every return with RETURN #, ORIGINAL SALE, CUSTOMER, TYPE (Cash Refund, Store Credit or Exchange), REFUNDED VIA, STATUS, REFUND AMOUNT, PTS DEDUCTED (loyalty points taken back), DATE and REASON. Returns are not created here: you start them from Sales History.
Open Settings › Team & Comms and find Refund approval threshold: refunds at or above this amount need a second approver. Type an amount, for example 50, and leave the box; the app says Approval threshold saved. 0 switches the rule off.
In Sell › Sales History press the three dots on the sale and choose Refund sale. Type the reason, keep Full Refund and press Confirm Refund.
The Refund method list offers Same as the original payment, Cash, Card, Bank transfer, Mobile wallet and Store credit (gift card for the customer).
Because the amount is above the threshold, the app says the refund is sent for approval and that nothing is refunded yet: the sale stays as it is until a second user approves it in Sell › Returns. No cash or stock has moved.
Open Sell › Returns. The new return shows Pending Approval with Approve and Reject buttons. If the same goods are already waiting, a second refund is refused with No items remaining to refund.
If you press Approve on a return you created, the app refuses: A return must be approved by a different user than the one who created it. Ask a manager to sign in and open the same page.
When the other user presses Approve, the message Return approved and refunded appears and the row becomes Completed, paid back in Cash.
Press Reject to turn the refund down. The dialog says that no refund will be issued and the stock will not be restored, and asks for a Reason (shown to the cashier). Type it and press Reject again.
The message Return rejected appears and the row shows Rejected. The REASON column shows who decided and why, for example Rejected by Admin User: Dish was eaten, outside return window.
For a swap choose Exchange items from the sale's menu. Set how many of each item come back, press + Add Item and search the new product, check New items total (incl. tax), choose the payment method and press Process Exchange.
The app says Exchange complete and gives the new invoice number. The Returns page lists the swap with the type Exchange, next to cash refunds and store credit.
Open Finance › Accounting › Journal Entries. An approved return or exchange posts an entry named Sale return RET-…: it reverses the revenue and the tax, puts the goods back in inventory and pays out the cash.
Who can approve a return? Any other user who has the right to refund sales. The user who created it cannot.
Does a small refund wait too? No. Only refunds at or above the threshold wait; smaller ones are paid at once.
Can I give store credit instead of cash? Yes. Choose Store credit (gift card for the customer) in the Refund method list of the Refund dialog.
ClearRing runs this whole workflow. See what ClearRing does and what it costs, or browse all step-by-step guides.