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Refund or correct a sale

Use the recorded refund or return workflow when an issued sale must be reversed. Do not erase an invoice or silently edit historical totals: the original and the corrective record need to remain traceable.

Before you begin​

  • Confirm the customer, invoice number, location, items, payment method, and original date.
  • Check that your role has pos.refund or the equivalent visible permission.
  • Confirm whether the whole invoice or selected quantities are being returned.
  • Inspect the goods before deciding whether returned quantities should affect stock.

Choose the correction​

SituationUse
Entire sale must be reversedFull refund
Selected items or quantities are returnedPartial return/refund
Printed copy is missing but the sale is correctReprint or share the receipt; do not refund
Customer or tax details are wrongUse the supported document correction policy; do not overwrite issued evidence

Record a full refund​

  1. Open Invoices or Sales history and select the issued invoice.
  2. Verify totals and any prior refunds.
  3. Choose Refund.
  4. Enter a specific reason, such as “customer returned sealed item.” Avoid personal data in the note.
  5. Confirm once and wait for the recorded result.
  6. Open the invoice again and verify its refund status and amount.

Record a partial return​

  1. Open the invoice and choose the item-return action.
  2. Select the returned line items and quantities. Never exceed the remaining refundable quantity.
  3. Enter the operational reason.
  4. Review the calculated amount before submission.
  5. Confirm the return, then verify both the financial record and resulting inventory quantity.
flowchart TD
  A[Open issued invoice] --> B{Whole sale?}
  B -->|Yes| C[Full refund]
  B -->|No| D[Select remaining item quantities]
  C --> E[Enter reason and confirm]
  D --> E
  E --> F[Verify corrective record]
  F --> G[Verify stock and report effects]

Payment handling​

Nox Billings records the refund against the invoice. It does not prove that money moved through a bank, card processor, or UPI provider. Complete the external payment reversal using the provider’s process, then retain the provider reference according to business policy.

Expected result​

The original invoice remains available, the corrective amount is recorded, refundable quantities are reduced, and reports can distinguish sales from refunds. Inventory changes only according to the supported return behavior.

Recovery​

  • Refund button is unavailable: verify role permission, invoice status, and remaining refundable amount.
  • Submission times out: reload the invoice before trying again. Confirm whether the refund was recorded to avoid duplication.
  • Stock is not sellable: inspect the inventory record and use a reasoned adjustment only if the returned item should be restored.
  • External payment failed: do not create repeated application refunds; resolve the provider transaction separately and document the exception.