Returns and refunds

In Bitta Retail POS every return is made against the original receipt, refunds go back to the tenders the customer originally paid with, and the return reaches Business Central as a sales credit memo when End of Day runs. This page explains who can process returns, walks through the return dialogs, and describes what happens to card refunds, loyalty and posting.

Overview

A return starts from a completed normal sale, never from a blank document. You pick the original sale, choose the lines and quantities that come back, and the app creates a separate return sale (sale type Return) whose lines point at the original lines. The refund is allocated to the original sale's tenders: cash comes out of the drawer, integrated Stripe card payments are refunded to the same card through the provider, and other card tenders are refunded on the external card terminal. The return then posts as a Sales Credit Memo at End of Day.

Supervisors and administrators process returns. The BAA POS - Supervisor, BAA POS - Admin and BAA POS - Full permission sets include Select Sale to Return, Find Sale by Card, Return From Receipt and Refund Allocation. A cashier with only BAA POS - User who taps Return gets a message to ask a manager, and nothing changes.

Prerequisites

• The BAA POS - Supervisor or BAA POS - Admin permission set. See POS user permissions.
• For the register's Return button, a register profile with Returns turned on. It is on in the default profile template.
• For integrated card refunds, a working Stripe setup. Rehearse a card refund before go-live, first with the Simulated provider and then with Stripe in test mode; see Test with the Simulated provider.

Where to start a return

• At the register: tap Return in the action row under the cart. A list of Released and Posted normal sales opens; select the original sale and the Return From Receipt dialog opens.
• On the Bitta Retail POS role center: choose Return from Receipt in the Actions group of Register Activities to open Select Sale to Return.
• On POS Sales: select the sale and choose Return from Receipt (also on the POS Sale card), or choose Find Sale by Card to search by card.

A sale can be returned while it is Released (completed but not yet posted) or Posted, so same-day returns do not wait for End of Day. Open, Partially Posted, Cancelled and Return documents cannot be returned.

Process a return

1. Open Select Sale to Return. It lists completed normal sales with Document No., Date, Customer, Total Incl. Tax and Status.

2. Select the original sale and choose Start Return. Return From Receipt opens with the Original POS Sale No. and one row per original line showing Original Quantity, Already Returned Quantity and Returnable Quantity.

3. Enter a Return Quantity on each line that comes back, up to its returnable quantity, and select a Reason Code if you use return reasons. Choose OK. If no line has a quantity, you get "Choose a quantity to return on at least one line."
4. If more than one original payment still has a refundable balance, Refund Allocation opens. Refund Total is the amount to refund and Allocated is the amount assigned so far. Each original tender shows its Original Amount, Previously Refunded, Refundable Remaining and a Refund Amount that starts filled in tender order. Adjust Refund Amount if needed; the allocation must equal the refund total exactly and no row can exceed its refundable remaining. Choose OK. When only one original payment can still be refunded, this step is skipped and the whole refund goes back to it.

5. The return is created, refunded and completed, and the app confirms the new return number with "It will post a credit memo at end-of-day." When a card refund has to be done on an external terminal, it first tells you: "Record the card refund on the terminal manually - no automatic card refund is configured."

The return receipt prints like any other receipt, with a RETURN / CREDIT banner. For older sales recorded without tender lines, the dialog shows Refund Via so you can choose cash or card.

Find a sale by card

When the customer has the card but not the receipt, choose Find Sale by Card. Enter Card Last Four and, optionally, part of the Card Brand, select the matching card payment, and choose Start Return. The search uses the brand and masked last four digits recorded with integrated card payments.

Card refunds

• Integrated Stripe card payments are refunded to the exact original charge. Each refund leg is tied to one original payment, cannot exceed what remains refundable on it, and is saved before the provider is asked to move money.
• Card payments on an external terminal (a card tender without integration) are recorded in the POS, and you complete the refund on the terminal.
• Cash refunds are paid from the drawer.

If the provider does not confirm a refund leg, the return waits in Refund Recovery, on the Troubleshooting menu of the Bitta Retail POS role center. There a supervisor can Retry Provider for the same leg, Start New Attempt after a definitive failure, Record Confirmed Refund after checking the provider portal, and Finalize Return once every leg has capture evidence. See Card and QR payments.

Loyalty on returns

Loyalty reverses from the original sale's recorded activity: only the earning that belongs to the returned quantity is taken back, and redeemed value or reward items are restored. A partial return followed by another return never reverses the same earning twice. If the customer already spent what the return takes back, the points balance goes negative (a loyalty debt, counted in the Loyalty Debt Balances cue), and later earning repays it first.

Posting the return

Return sales stay Released until End of Day. End of Day consolidates them into Sales Credit Memos, separate from sales, and posts them; return groups always post as credit memos, even when the run creates sales orders instead of invoices. The return Reason Code is copied to the credit memo header. See End of Day posting and Consolidated posting.

What's next

Handle the other exceptions only a supervisor can clear: Supervisor approvals.