Sales replacement: exchange goods

Q: The new goods cost less than the return.

Cash shows a negative amount: the shop gives the difference back in cash. Check the drawer has it.

Q: The customer decides not to take anything else. What happens to the credit?

A Non-Cash return leaves a credit on the bill's customer. On a walk-in bill it sits on the walk-in account until the accountant settles it by hand, so use Cash when the customer wants a refund and Non-Cash only for an exchange.

Exchange goods in two steps: return the old goods as Non-Cash, then sell the new goods on Sales Replacement and use the return's amount as part of the payment.

Retail POS Returns and replacements

4 min read

Updated October 20, 2026

For Cashier Supervisor or shop manager

How an exchange works

An exchange is a return of the old goods followed by a sale of the new goods, where the amount of the return pays for the new goods.

Return the old goods as Non-Cash
Who
Cashier
Where
POS Entries › Sales Return
What changes
Load the bill, tick the goods that come back, leave the switch on Non-Cash, press Return. The amount stays as credit on the customer (Sales return: take goods back).
Open the replacement screen
Where
POS Entries › Sales Replacement
What changes
The same checks as the till run first (Open the till and accept the cash). The screen looks like POS Sales.
Add the new goods
Where
The barcode box, Search Product
What changes
Scan the new products as for any sale (Find and add products).
Bring in the return
Where
Receipt no (the window Receipt no scan)
What changes
Type the number of the old bill that was returned and press Enter. The line Sales return amount shows the amount of that return and the customer of the old bill is used for this bill.
Pay the difference
Where
Cash, Bank/Wallet Payment, Gift card
What changes
Cash shows the new total less the sales return amount. When the return is more than the new goods, Cash is negative: the difference is given back to the customer in cash.
Save
Where
Sales/Print
What changes
After "Do you want to purchase?" the bill is saved and the receipt prints.

If the screen says "Receipt no is not valid.", that bill has no Non-Cash return, or its return was already used in a replacement.

Rules

Only a return made as Non-Cash can be used. A return refunded in cash is finished and cannot pay for new goods.
A return can pay for one replacement.
The new goods are an ordinary paid sale: the payment lines must cover the total, there is no credit sale on this screen.
Discounts, VAT, loyalty points, gift cards and a held bill work as on the till.

What happens when you save a replacement

Area	Change
Invoice and IRD	A normal sales invoice for the new goods, IRD-ready like any bill (IRD-ready invoicing at the till)
Customer or cash	The return's credit on the customer clears the part of the bill it covers. Cash, bank or gift card pays the rest; cash given back for a bigger return is a refund
Stock	The new goods leave the shop's stock; the returned goods went back at the return
Cash drawer	Only real cash counts: the cash taken less the cash given back

Worked example: a shirt is exchanged, once for more and once for less

ABC Traders bought 3 shirts at 1,000, with a 10% scheme discount and 13% VAT (the rate set up for this example). The customer brings one back. On Sales Return the cashier returns it as Non-Cash: the return amount is 1,017 (900 net and 117 VAT) and stays as credit on their account (Sales return: take goods back).

For more. The customer takes goods whose Total is 1,356. On Sales Replacement the cashier scans the new goods and types the number of the old bill in Receipt no. The line Sales return amount shows 1,017 and Cash shows 1,356 - 1,017 = 339. The customer pays 339 in cash. The new bill is a normal invoice of 1,356: the return's credit clears 1,017 of it and the 339 is received.

For less. The customer takes goods whose Total is 800. Sales return amount shows 1,017, so Cash shows -217: the shop gives them 217 back in cash. A moment later that refund is a payment voucher of 217, and the cash drawer to hand over is lowered by 217.

	For more	For less
New bill	1,356	800
Paid by the return's credit	1,017	800 (the rest of the credit, 217, is paid out)
Cash from the customer	339	0
Cash back to the customer	0	217
Cash drawer record	+ 339	- 217

The credit of 1,017 can pay for one replacement only. A second use of the same bill number says "Receipt no is not valid."

Common questions

The old bill was returned in cash. Can it still be used?

No. Make a new sale instead.

The new goods cost less than the return.

Cash shows a negative amount: the shop gives the difference back in cash. Check the drawer has it.

Can one return pay for two exchanges?

No. The return amount is used once.

The customer decides not to take anything else. What happens to the credit?

A Non-Cash return leaves a credit on the bill's customer. On a walk-in bill it sits on the walk-in account until the accountant settles it by hand, so use Cash when the customer wants a refund and Non-Cash only for an exchange.

Can the exchange be on credit?

No. The new goods are an ordinary paid sale: the payment lines must cover the total. There is no credit sale on this screen.

How an exchange works

Rules

Common questions

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