Sales Return: give back items of a paid bill

Q: The guest returned a dish but we did not issue a bill.

There is no bill to return. Void the dish before billing ( Void an item ).

Q: Where is the return voucher?

In Reports › Returns , with its number, the bill it refers to and the amount.

Load the paid bill, tick the items to return, and post. The bill's invoice gets a sales return and the guest is refunded in cash. Only on the day of the bill.

Restaurant POS Corrections and returns

4 min read

Updated October 20, 2026

For Cashier Manager or owner Accountant

Return items

Open the screen
Who
Cashier or manager
Where
Restaurant POS › Sales Return (Process item returns against posted restaurant bills)
Needs
Permission to see returns, and another to post them.
Load the bill
Where
Bill Number: > Load Bill; or Browse Bills
What changes
Browse Bills (window Search Bills) lists the last 30 days; filter it with Filter by bill no or table.... Each row shows Bill No, Table, Date, Grand Total and a status: Open, Returned or Date Expired. Press Select on an Open one.
Choose what comes back
Where
Select Items to Return
What changes
All items start ticked. Untick the ones that stay, and set Return Qty (up to the quantity sold) for the others. Return Amt and the totals follow.
Post
Where
Post Return — Rs. X
What changes
The window Return Processed appears. Print Credit Note prints the return; New Return starts another.

The note under the totals says: The return amount will be refunded as cash to the customer.

What happens when you post a return

Area	Change
Table	Nothing
Invoice and IRD	A sales return (credit note) against the bill's invoice, for the items returned with their share of VAT and service charge; IRD-ready, following the company's IRD setting
Customer or cash	The guest is refunded in cash, whatever they paid with; the refund comes off the cash shift's expected cash
Stock	The returned product comes back; a dish's ingredients do not

A check charged to a hotel room is not returned here: use Folio charges on the same screen (Charge a check to a hotel room or event).

Worked example: one of four momo comes back, and a bottle comes back

The bill was 4 Chicken Momo at 250: a Subtotal of 1,000, a 10% service charge of 100 and 13% VAT of 143 on the 1,100, so the Grand Total was 1,243 (the values set up for this example). The guest paid in cash and one portion was cold.

Step	What the cashier does	What the screen shows
1	Sales Return, types the bill number in Bill Number:, Load Bill	The items, all ticked
2	Sets Return Qty to 1 for the Momo	Return Amt 250; with its share of the service charge (25) and of the VAT (35.75), the return is 310.75, a quarter of the bill
3	Post Return — Rs. 310.75	Return Processed. Print Credit Note prints it

The note says "The return amount will be refunded as cash to the customer." The cash comes out of the drawer: 310.75 comes off the shift's Expected Cash (Open and close the cash shift). In Accounting the invoice gets a sales return (a credit note) of 310.75.

What comes back to stock	Result
The Chicken Momo (a cooked dish, which holds no stock itself)	Nothing returns. The chicken of its recipe stays out of the store: adjust it by a stock count
A bottle of cola (an inventory item sold as it is) returned on another bill	The bottle goes back into the store

The bill now shows Returned in Browse Bills, and it cannot be loaded for another return.

Common questions

Can I return one dish now and another later?

No. A bill can be returned once: post all the items together.

The guest returned a dish but we did not issue a bill.

There is no bill to return. Void the dish before billing (Void an item).

Can I refund to the card?

The screen records a cash refund. Refund the card or QR payment through your bank or terminal, and tell your accountant.

Where is the return voucher?

In Reports › Returns, with its number, the bill it refers to and the amount.

Sales Return: give back items of a paid bill

Return items

Common questions

Related guides

More in Corrections and returns