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Exchanging Items

When a customer wants to exchange an item you could just do a refund on the first sale and then do a new sale. However, giving the customer the cash back and then doing a new sale is a bit cumbersome. You also might have an exchange policy but not allow refunds. There is a very good and efficient solution for exchanges in ROBOTILL.

ROBOTILL allows you to refund cash or refund into an account. You wouldn't want to create a new customer account each time a customer wants to exchange an item. The solution is to create a couple of  'Exchange Credit Cards'.

Setting up your Exchange Cards

Open General Configuration in  ROBOTILL Manager > Setup > System Configuration.

Check 'Use Customer Cards' and Update.

In Customers, create a couple of  Exchange Credit Customers - 'Exchange Credit 1', 'Exchange Credit 2', etc.  - See below:

You can then print exchange credit cards with a barcode containing the customer account number. Alternatively you can just print exchange cards with the account number on each card.

Using your Exchange Cards

For this example, lets say a customer wants to exchange a suitcase he purchased for R 1500.00. The cashier then does a refund but instead of refunding cash, selects to refund into an account.

The cashier checks to see what exchange cards are available and choose one. He refunds the exchange account for the card he selected and hand the card over to the customer.

The customer can then look for an item that he wants to exchange. For this example, lest say he chooses another suitcase for R 1899.00.

He returns to the till with the item and his exchange card. The cashier scans the new item (suitcase for R 1899) and then clicks/touch the 'Customer' button. 

The cashier then scans the exchange card or type the number on the card and takes the card from the customer (returning it to the box of available exchange cards). The cashier then completes the sale and on the pay screen selects 'account payment'.

The account will show that credit of R 1500 is available. The cashier must use all available credit on the account (or hand the card back to the customer for another purchase). 

The pay screen will now show that R 1500 has been paid and there is still R 399 left to pay. The remaining balance of R 399 can then be paid by the customer using cash or another payment method.

Doing refunds this way is quick and easy. The drawer report and other reports will display the correct amount of cash and sales.

For more information on refunds see:


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