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User Manual Cash Registers Version 1.0 · Stable

Manual Register return notes

When a customer returns an item bought at the counter, the cashier creates a return note: selection of the items and quantities, choice of the reason and the condition (intact / defective). The return refunds the customer and re-increments the POS stock when the item is intact.

Note statuses

Item conditions

∞

Configurable reasons

TND

Amount refunded

Overview

The register return note documents merchandise taken back at the counter and the customer's refund. The cashier selects the items and quantities to take back, chooses the reason, indicates whether the item is intact (put back into stock) or defective (not put back into stock), then confirms. Everything is entered on the Swifto POS mobile app and flows up to the back office.

Business goal

Take back an item sold at the counter
Refund the customer
Re-increment the POS stock (intact item)
Track the reason and condition of the return

Target audience

Cashiers — create the return notes
Warehouse — manages restocked / defective stock
Accounting — tracks refunds

Position in the cycle

The return takes place after a payment, within an open register session. The refund appears in the session's register Z report.

Access and navigation

The return note is created on the Swifto POS mobile app. On the back-office side, returns come through under Point of Sale → Register return notes.

Point of Sale › Register return notes

SWIFTO

Global dashboard

POS Registers

Return Notes

Stock movements

Sales

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The list of return notes coming in from the registers is displayed here.

Enter the return note

The cashier adds the return lines (item + quantity taken back), fills in the register, the reason and the status, then saves. The total refunded is calculated automatically.

Return note

No.:

BR: N°000128

Date:

10/06/2026

CAISSE-MENZAH1

Reason:

Defective item

Status:

Validated

Total refunded:

23.000

Return lines

Article	Unit price incl. tax	Return qty	Total
1024 - MINERAL WATER 1.5L (pack)	11.500	2.000	23.000

The return note is numbered automatically (prefix BR) according to the prefix settings.

Intact or defective

The condition of the returned item determines what happens to it in stock.

Intact

Put back into POS stock and sellable again. The quantity is re-incremented.

Defective

Not put back: the item is written off / scrapped, not put back on sale.

Stock impact — an intact return re-increments the POS stock and makes it sellable again. A defective item is not put back on sale.

Customer refund

When the note is validated, the total refunded is returned to the customer (usually in cash from the drawer). The amount is recorded as a negative in the session's register Z report.

List of return notes (back office)

Return notes entered at the registers come through to the back office, with their register, reason, status and amount refunded.

Point of Sale › Register return notes

Return Notes

Number⇅	Register⇅	Date⇅	Reason	Refunded⇅	Status⇅
BR: N°000128	CAISSE-MENZAH1	10/06/2026	Defective item	23.000^TND	Validated
BR: N°000127	CAISSE-SOUSSE	09/06/2026	Data entry error	11.500^TND	Pending
BR: N°000126	CAISSE-MENZAH1	08/06/2026	Change of mind	0.000^TND	Rejected

Statuses & reasons

Element	Values
Note status	Pending Validated Rejected
Item condition	Intact (put back into sellable stock) or Defective (written off / not restocked).
Reason	Configurable list (defective item, data entry error, change of mind…).

Return flow (workflow)

flowchart LR
  A([Customer brings back an item]):::s --> B[Enter return note
items + quantities]:::p
  B --> C{Condition}:::p
  C -->|intact| D[(POS stock re-incremented)]:::st
  C -->|defective| X([Written off / not restocked]):::ko
  B --> R([Customer refund]):::ok
  D --> S([Back-office sync
Return notes]):::ok
  R --> S
  classDef p fill:#ECFDF5,stroke:#10B981,color:#065F46;
  classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
  classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
  classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;

Business rules

Conditional stock impact — only an intact return re-increments the POS stock; a defective item is not put back on sale.

Refund — the note's total is returned to the customer and counted as a negative in the session's register Z report.

Configurable reasons — the list of reasons is defined in the back office and synced to the register.

Validated status required for stock effect — the stock impact and the refund only apply once the note moves to Validated status; a Rejected note has no effect.

Roles & permissions

Action	Cashier	POS manager	Accountant	Admin
Create a return note	✅	✅	—	✅
Refund the customer	✅	✅	—	✅
Validate / Reject	—	✅	—	✅
View returns	—	✅	✅	✅

Indicative matrix — depends on the profiles defined in your company.

FAQ & Tips

Stock didn't increase after the return?

The item was probably declared defective (not restocked), or the note is not yet Validated.

How do I cancel a refund?

A note in Pending status can be Rejected; once Validated, create a new correcting movement.

Tip — clear reasons

Set up clear reasons (defective, data entry error, change of mind) to later analyze the causes of returns by register.

Related pages · Cash Registers

POS register Register sessions Register payments Swifto mobile app

Swifto ERP · Cash Registers (POS) · User Manual v1.0