How to record a customer return

A return moves two things at once: an item and money. Lunix handles both in one document — the refund, the reason it came back, the condition it is in, and where the unit goes next. Use this instead of a plain refund whenever the customer is handing you something.

1. 1

   Start the return

   Two ways in. From the sidebar, open Returns and click New return. Or open the original order and click Return items — that skips the search, because Lunix already knows which sale you mean.

2. 2

   Find the sale

   On the Source step, keep From a past order and search. The box takes an order number, the customer's name or phone, a SKU, or an IMEI — so you can scan the device instead of asking for a receipt. Pick the order from the results.

3. 3

   Pick the lines and the quantity

   Every line the order sold is listed with what it sold for and how many. Set the quantity coming back on each line you are taking. Lines that cannot come back tell you why rather than going quiet: already returned in full, a service, an order that was cancelled, or units that are no longer in stock at this location.

4. 4

   Say why it came back and what shape it is in

   Set a reason per line — Defective, Wrong item, Not as described, Changed mind, Warranty, Damaged in transit, or Other — and a condition: Resellable, Damaged or Missing. This is what makes the return worth reporting on later. A line marked Damaged does not go back into sellable stock, and the refund is not reduced because of it.

5. 5

   Decide where each item goes

   Under "Where does the item go?" pick one per line. This is the decision the old way of refunding never asked you for, and it is the whole reason your inventory stays honest:

   • Back to shelf — into sellable inventory the moment you confirm.
   • Decide later — it waits in the Pending queue for someone to look at it properly.
   • To supplier — it joins that supplier's open box, ready to go back as a batch.
   • To trash — written off, and the loss is recorded.
   • Never arrived — the unit never reached you. The loss is recorded with no item.
6. 6

   Choose how the money goes back

   On the Refund step pick the method: Cash, Store credit, or against what the order still owes. If there is an unpaid balance, Lunix settles that first and only pays out the rest — it tells you the split in plain numbers before you commit. Store credit needs a named customer, not a guest.

7. 7

   Decide what happens to the original order

   Keep intact leaves the order showing the original sale, and the return lives as its own document — this is the normal choice. Adjust the order shrinks the order's own lines and total instead. If the order carries a fiscal receipt its total cannot be changed, so Lunix issues a credit note rather than editing it.

8. 8

   Confirm and print

   Click Confirm return. Lunix writes the refund, moves the stock the way you told it to, and opens the return document. Click Print receipt for the customer copy, the store copy, and the signed acknowledgement line for your file.