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Returns and refunds

Take items back at the POS or from the sales list, put them back in stock, and record the money you return.

3 min read Updated 19 Oct 2026

Names like these, in green, are pages inside your ArmPOS shop. Sign in to your shop to open them.

By the end you will have taken items back from a sale, put them back in stock, and recorded the money you gave back.

Return at the POS

  1. Click Product Return in the POS top bar. It is the curved-arrow icon, and shows only if your role can create sales returns.
  2. Find the sale. Type its reference, its exact total or the customer's name, then click Search. The latest matching sales appear.
  3. Click Select on the sale. Its lines appear with the Qty sold of each.
  4. Set Qty return for each line with − and +. A line left at 0 is not returned. Each line offers only what is left to return: the sale's earlier returns count.
  5. Add a note if you need one. Order Tax %, Discount and Shipping are there too, for the returned amount.
  6. Click Confirm Return. The items go back into stock in the sale's warehouse.
The Product Return window after a search for SL_0375: one sale found, dated 2026-10-19, for Sarah Namusoke at Default Warehouse, $ 15.96, with Select.
Search by the sale's reference, its total or the customer's name.
The return lines of sale SL_0375: Rice, Eggs and Milk with the quantity sold, Eggs set to return 1, and a Total of $ 2.99 above Confirm Return.
Only lines with a Qty return above 0 are returned. Here one egg comes back.

A sale with a return is marked Has return in the search. You can return the rest of it, never the same items twice: a line already returned offers 0.

Return from the sales list

  1. Open Sales › All Sales. Find the sale.
  2. Open the row's menu and click Sell Return. It appears on Completed sales. If the sale already has a return, the same item opens that return to edit.
  3. Check the Date and set Status. Received puts the items back in stock when you submit. Pending keeps them out until you edit the return to Received.
  4. Set Qty return for each line. Lines left at 0 are not refunded.
  5. Add details if you need them, under Please provide any details, then click Submit. You land on Sales Return.
The Create Sale Return form for sale SL_0376: Date, Sale and Status set to Received; Knife set to return 1 for $ 14.99 and Microwave Oven left at 0; the Total of $ 14.99.
A return from the sales list. Status Received puts the Knife back in stock as soon as you submit.

Give the money back

A new return is Unpaid: no money has been recorded for it yet, even when you handed cash back at the till.

  1. Open Sales › Sales Return. Every return is listed with its Status, Total, Paid, Due and Payment Status.
  2. Open the row's menu and click Create Payment.
  3. Fill the payment. Check the Date, pick the Payment choice, enter the Paying Amount, and choose an Account if you track accounts.
  4. Click Submit. The return becomes Partial or Paid.
The Sales Return list: RT_0007 for James Okello and RT_0006 for Sarah Namusoke, both Received and Unpaid, above older returns that are Paid.
New returns start Unpaid until the money back is recorded.
The Create Payment window for a return: Date, Reference, Payment choice Cash, Received Amount and Paying Amount of $ 14.99, Account and Note, and Submit.
Recording the money back for a return. Paying Amount starts at what is still due.

To pay back several returns for one customer at once, open People › Customers, open the customer's menu and click pay all sell return due at a time. The Total Sell Return Due column shows what you still owe each customer.

What's next

See how payments work at the till in Take payments and print receipts.

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