Skip to content

Returns and Refunds

Standard return — cash back

  1. On the Register, ring up the item being returned as you would a normal sale
  2. With the item highlighted, click Return Item in the button panel — the item will appear as a negative amount
  3. Add the customer to the sale (required to track the return)
  4. Complete the tender: click Cash to issue cash back

Return as store credit

  1. Complete the return so a negative balance shows
  2. Add the customer to the sale
  3. Click Store Credit → Issue
  4. A receipt prints with the store credit number — give this to the customer
  5. The customer uses the number on a future purchase via Store Credit → Redeem

See the full Store Credit guide for details.

Return to credit card

Contact VMX support at help@vmxllc.com if you need to refund to the original credit card, as the steps vary by card processor.

Refunding a deposit

Returning a customer's deposit (money held before a sale, not a purchased item) has its own flow — ring Return Item, type the amount, then click the Deposit button. See Deposits — Returning a Deposit for the step-by-step, including the common mistakes to avoid.

Refunding to a house account — read this first

Refunding with the House Charge tender puts the money on the customer's account as open credit — it does not pay down the original invoice, so the account will show an open invoice alongside the credit until the two are matched up. That, and undoing payments recorded by mistake, are covered in Fixing A/R Mistakes.

Validated return — linked to original receipt

A validated return links the return to a specific original receipt, useful for warranty and return tracking.

  1. Ring up the item on a new sale
  2. Click Return Item (Validated) instead of Return Item
  3. You will be prompted to scan or enter the original receipt number
  4. The return is linked to the original transaction in the customer's history

See Validated Returns for the full walkthrough.

Return without a receipt

Use the standard Return Item button. The return is recorded but not linked to an original transaction.

Void vs. return — which to use

Situation Use
Sale is in progress, not yet posted Void button (or Delete key)
Sale has already been posted Return Item on a new sale

Void removes an item from an open sale. Return reverses a completed sale.

Partial returns

To return only some items from a sale: ring up only the items being returned, click Return Item, add the customer, and tender. You do not need to re-ring the entire original sale.