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How to refund an item when the original sale was not in Swim or cannot be found


In Swim, it is possible to refund or exchange items when the original sale was not in Swim or the original sale was a cash sale and cannot be found.

The following will outline 3 possible scenarios:

Method 1: When giving the customer cash for their returned goods

  1. In order to later search easily for the invoice related to the cash back refund, we first need to create a Supplier. So create a new Supplier called "Cash Refunds."
  2. To enter the refund/cash back go into Sales Menu > Post End Of Day. Then at the bottom of the page click "Cash Drawer Payments."
  3. A new window will pop up titled "Add Cash Drawer Payment." In the Supplier field select "Cash Refunds." Then select "STOCK PURCHASES" as the Expense Type. And enter the amount you are giving the customer. For the purpose of searching and referring you should always put in  the details of the customer and item being returned  in the "Notes" section.
  4. If you are not paying any Tax tick the "No Tax" box. Regardless of whether you are paying Tax or not tick the "Stock" box as well.
  5. You can now click "Add." Once you click add you can close out of this window and in your Post End Of Day summary there will be a negative payment shown which represents the money you have given the customer for the return.

 

Method 2: Exchanging a returned item

This method is different to Method 1 and should only be used if no cash is being given back to the customer. This method is used when a customer wishes to return an item and you give them another item in exchange. (This method is still applicable if you are receiving money from the customer, as this method is done in a normal sale.)

  1. Create a normal Customer Sale using the relevant customer who is returning the item.
  2. In this sale screen, enter the item the customer is returning to as a non-stock item and enter the sale price as a negative. For example, if they if the amount was $250, then enter this as a non-stock item into the sale and enter the sale price as -250 dollars.
  3. Once you have entered the customer's returned item you can then enter the stock item you are selling them in return. Enter this item as a positive Sale Price.
  4. If the item you are selling is worth more then the item your customer is returning, they can still pay the difference as any payment type to complete the sale.
  5. You can now finish the sale and exit. And then enter the item you have just received from the customer into your Swim database as a real stock-item.

Method 3: Giving a customer credit

This method can be used where the customer is returning an item. and in return you are giving the customer a credit in the store that they can use at a later time.

If you do not already have a payment type called 'customer return' you will need to create such a payment type. In utilities, go to lists, sales payment types (at the bottom of the list). Enter in the payment type as 'customer return' or something similar. Select 'non applicable' as the banking type. You only need to do this once, so that the payment type exists so you can perform this method.

Open up the customer in the customer details page, and select 'manage credit' at the bottom of the page, then in the 'increase customer credit' enter in the amount of credit you are giving the customer.  Then in the payment type enter in 'customer return'. In the notes area enter in the details of the transaction. And click save.  The customer will then have a credit amount that they can use against future sales.