FAQ: Refunds & Returns on Cash Purchases
Quick answers to common questions about returning items and getting money back.
Can I refund items that don't match what I ordered?
Yes. If items are damaged, the wrong type, or don't meet your specifications, you can refund them. Create a refund for those specific items. Contact the vendor first to confirm they accept the return—most vendors will, but some may have time limits or restocking fees.
What if the vendor won't take all items back?
Use a partial refund. Refund only the items the vendor will accept, and keep the rest. You can repeat this process if the vendor accepts more items later.
Can I edit a refund after I've created it?
Not after posting. Once a refund is posted, it locks the accounting entries. If you need to change it, delete the refund and create a new one with the correct details. Deleting a refund reverses all its entries.
What if I made a mistake when creating the refund?
Delete it and create a new one. Deleting reverses the refund's impact on your accounts and inventory, as if the refund never happened. You can then create the correct refund.
Does a refund affect my cost of goods sold (COGS)?
Yes. When you refund items, the cost associated with those items is reversed. This makes your reported profit more accurate—if you returned items, your actual COGS is lower.
Can I refund a purchase that was partly received?
Only if the entire purchase is in "Posted" status in Usystems. If it's still in draft or partially received status, you cannot refund yet. Wait until the full purchase is received and posted.
What happens to the refund if I later delete the original purchase?
Deleting the original purchase will also delete any linked refunds. This is a cascading delete—be careful. If you want to keep a record of the refund, do not delete the purchase.
Can multiple people refund the same purchase?
The system prevents duplicate refunds on the same items. Once you refund specific items, those quantities cannot be refunded again. However, if a partial refund was created, someone else can create another partial refund for the remaining items.
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