Completely refunding a sales receipt

A complete refund reverses an entire sales receipt—returning all items to inventory and issuing a full refund to the customer. Use this when a customer wants to return everything they purchased or the transaction needs to be fully cancelled.

Before you start

• You must have permission to create refunds
• The sales receipt must already be saved and confirmed
• The customer is returning all items from the receipt
• Make sure you have the correct receipt selected (refunds cannot be reassigned to a different receipt once saved)

Steps

1. Go to Invoices → View all sales receipts
   Open in Usystems

2. Find and click the sales receipt you want to completely refund.

3. On the receipt detail page, scroll down to the related records section and click the Refunds tab.

4. Click + New refund.

5. The refund form opens with all line items from the original receipt. The system will automatically set the quantity for each item to match what was sold.

6. Verify that all items show their full original quantities.

7. Verify the refund total equals the original receipt total.

8. Click Save refund.

The system will:

• Return all items to inventory in full
• Reverse the entire sale from the customer account
• Post a complete reversal to your ledger

Accounting impact

When you save a complete refund, the system:

• Debits the sales account (fully reversing all revenue)
• Credits the customer account or cash account (refunding the entire amount)
• Credits inventory (returning all goods at cost to the original warehouse)

This creates a complete reversal of the original transaction.

Tips & common mistakes

• Complete refunds are permanent. Once saved, you cannot modify which items are included. If you change your mind about which items to refund, delete this refund and create a new one with the correct quantities.
• Check customer balance afterward. After a complete refund, verify that the customer account shows the credit or that a payment was issued.
• The original receipt remains visible. Refunding does not delete the receipt; both the receipt and the refund remain in your records.
• For partial returns over time, if a customer is returning items in stages, create a separate refund each time they return goods rather than waiting to create one large complete refund.