Penahak distinguishes between a return and a replacement, because they have different accounting consequences.
Sales return
The customer brings goods back and receives money or credit. The goods come back into stock, a credit note is raised against the original invoice, and the refund settles from the tender you choose.
Sales replacement
The customer exchanges goods for other goods. The returned item comes back into stock, the replacement item goes out, and only the difference in value is settled either way.
Practical rules
- Always link the return to the original invoice where you can. It makes the credit note traceable and stops the same item being returned twice.
- Damaged goods that cannot be resold should come back to a quarantine godown, not to sellable stock, then be written off through a stock adjustment.
- Refunds to card, wallet or QR settle against the same provider ledger the original payment used, so settlement reconciliation still works.
- Returns beyond your policy window or above a value threshold can require approval.
Loyalty and schemes
If the original sale earned loyalty points or was priced under a scheme, returning it reverses the points and unwinds the scheme pricing. Check the loyalty report after a large return to confirm the adjustment landed.
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