In many stores, a cashier scans the return item and types a quantity of -1. This process does not guarantee that the item was purchased at your store or that the refund price is equivalent to the paid price. You can recall all transactions to prevent loss from occurring. 

When a customer returns an item, Paladin can verify the purchase and add the original invoice number to the return invoice.

This article provides instruction and information on the following:

How to set up for return items

To set up Paladin to verify the purchase of a returned item and add the original purchase invoice number to the return invoice:

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Invoice (Store) tab.
  3. In the Invoice pane, check Capture Return Item Invoice Number.
  4. Click Save, and then click Close.

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How return items function works

When you turn on this feature, each time you accept a return-to-stock item, Paladin will attempt to verify that the invoice number referenced with this return exists and that it includes the item. Once the purchase is verified, a note with the original invoice number is added below the returned item on the invoice. How Paladin obtains the original invoice number depends on how you add the returned item to the invoice.

Purchase verification when you add an item to an invoice directly or from Advanced Lookup inventory search results

In the Invoice/Quote module, when you add a return either directly to an invoice or from Advanced Lookup search results, a Return Item Invoice Number window appears and asks you for the original purchase invoice number.

When you scan the barcode on the bottom of the original invoice or manually enter the invoice number, Paladin verifies that the invoice exists and that it includes the returned item. If the purchase is confirmed, the original invoice number is added to the new invoice.

Similarly, if you use the Advanced Lookup inventory search to find and add returned items to an invoice, a Return Item Invoice Number window appears for each returned item.

After the invoice and purchase for each returned item is verified, the original invoice number is added to the new invoice.

When purchase verification fails because the invoice number you entered in the Return Item Invoice Number window is not found, or if the part number is not on the original invoice, a message is displayed.

If you click Cancel in the Return Item Invoice Number window, and proceed with the return, a note that this step was skipped is added to the return invoice.

If there are good reasons to continue without purchase verification, you can include additional details on a separate Notes line.

Purchase verification when you add a returned item to an invoice from Advanced Lookup sale history search results

In the Advanced Lookup search window, on the History tab, you can use the Invoice option to search for an invoice and display the items from that sale. If you return an item from this view, the original invoice number is automatically included on the new invoice.

Similarly, you can use the Part or Part+Customer options to display an item’s sale history that includes invoice numbers. When you start the return process for a specific purchase, the original invoice number is also included. If you do not have the original invoice or invoice number, you can use this method to find and verify the purchase.

When the return is complete, the receipt will display the original invoice number. 

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How to view location settings for inventory items

To view history of location settings for an inventory item:

  1. In Paladin, on the top ribbon, select the Inventory module.
  2. Select the General tab.
  3. in the Item Information pane, click the Location magnifying glass.

The Location History window will open providing the location history of an inventory item.

All part numbers that are assigned to a specific location will appear in the Paladin Configuration window, on the Loc tab, in a new part number viewer.

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How to remove inventory items from a location

You can also use this viewer to selectively remove (disconnect) active inventory part numbers assigned to a location.

This is especially useful when you want to delete a location that is referenced by active inventory items. With the viewer, you can quickly look at these items, remove them, and then delete the location without leaving the Loc tab. When you remove an item, two things occur:

  • The item’s location is set to the default value 0-None.
  • The location is also removed from any deleted (non-active) inventory items. This additional clean-up prevents deleted items from pointing to a non-existent location if they are returned to active inventory.

To remove inventory items from a location:

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Loc tab.
  3. In the Locations pane, in the location ID and Name list, highlight the location you want to view. The part numbers for all the active inventory items in the location appear in under Part number in the Inventory with this location list.
  4. Optional: To remove (disconnect) a part number (inventory item) from the selected location, in the Inventory with this location list, highlight the part number, and then click Remove. Repeat this step for all of the part numbers that you want to remove.
  5. Optional: If you want to delete the location after you have removed all its items, with the location still highlighted, below the list of locations, click Remove.
  6. When you are finished, click Close.

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If the customer is not in your database, follow one of these procedures:

No Receipt Receipt
  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. Click F1 Advanced Lookup.
  3. Click the History tab.
  4. Enable Part.
  5. Scan the part UPC code or type the part number.
  6. Select the correct item by verifying the price paid and the date purchased.
  7. In the Quantity box, enter -1, and then press Enter.
  8. Click F8 Add items to Invoice.
  9. Complete the transaction.
  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. Click F1 Advanced Lookup.
  3. Click the History tab.
  4. Scan the receipt barcode or type the invoice number.
  5. Select the returned item.
  6. In the Quantity box, enter -1, and then press Enter.
  7. Click F8 Add Items to Invoice.
  8. Complete the transaction.

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If the customer is in your database, follow one of these procedures:

No Receipt Receipt
  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. Enter the customer’s name or account number, or press F1 to search for a Customer.
  3. Select the customer account, and then click F1 Advanced Lookup.
  4. Click the History tab.
  5. Enable Part + Customer.
  6. Scan the part UPC code or type the part number.
  7. Select the correct item by verifying the price paid and the date purchased
  8. In the Quantity field, enter -1, and then press Enter.
  9. Click F8 Add Items to Invoice.
  10. Complete the transaction.
  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. Enter the customer’s name or account number..
  3. Select the customer account, click F1 Advanced Lookup.
  4. Click the History tab.
  5. Scan the receipt barcode or type the invoice number.
  6. Select the returned item.
  7. In the Quantity field, enter -1, and then press Enter.
  8. Click F8 Add Items to Invoice.
  9. Complete the transaction.

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How to use the Additional Customer Info Required window for customer returns

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Company tab.
  3. In the Invoice pane, check Require Signature for Returns.
  4. Click Save, and then click Close.

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How to view return items

In Paladin, you can research return functions on:

  • All items on a particular invoice
  • All items purchased by a specific customer
  • All sales of a single part number for this customer
  • All sales for all customers

To use this function:

  1. In Paladin, from the top ribbon, select the Invoice/Quote module.
  2. On the bottom ribbon of the module, press F1 Advanced Lookup.
  3. Select the History tab.
  4. On the top of the window there are radio buttons that can be selected to define your search parameters:
  • Invoice
  • Part
  • Part + Customer
  • Invoice Reprint

When either of the part number lookup options is chosen, the part number, description, SOH, and current retail price of this part number are displayed in the search box header. 

The function of the Quantity field remains unchanged. A negative quantity returns the product to the store (all three radio button modes). A positive quantity buys product FROM the store (Invoice mode only). 

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Signatures and Customer Info on Returns

Lightly documented customer returns are a risky item for any store. Customer returns are a common mechanism used in employee theft of your cash, but an increasing risk is from your State’s sales tax collection department. We have seen several attempts by state government to disallow the sales tax credit from returned sales. The State’s arguments have centered on lack of adequate proof that the return is “real.” This is an issue if you don’t have any customer data or a signature.

Paladin offers further protection from both of the above risks. You may enable a feature that collects not only customer data on returns, but a signature as well. If a return sale customer doesn’t have an account with you, a customer information panel is displayed in the payment wizard process. Here you may collect customer name and further ID as may be required.

To enable this feature:

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Invoice (Store) tab.
  3. Check Require Signature for Returns.
  4. Click Save, and then click Close.

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How to set manager approval for returns

This store specific control allows you to add real-time oversight to product returns.

To enable this feature:

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Company tab.
  3. In the Manager Approval Required pane, check Returns Require Manager Approval.
  4. In the Require Manager Approval for Returns Over $ field, enter a dollar threshold to exclude small returns from requiring a manager’s approval.
  5. Click Save, and then click Close.

This feature is presented to the cashier at the beginning of the payment wizard screens at checkout. To conclude the sale, a manager must enter their four digit password into the request box. The sale is concluded noting that manager ID # YYY approved the return.

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How to require manager approval for returns

You can require that cashiers get manager approval when a product is returned. A note that indicates which manager approved the return will be added to the invoice.

  1. In Paladin, from the main menu, select File > Setup.
  2. Select the Company tab.
  3. In the Manager Approval Required section, check Returns Require Manager Approval.
    Note: To allow returns below a certain dollar amount without manager approval, enter an amount in the Require Manager Approval for Returns Over box.
  4. Click Close, and then click Yes.

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How to process a return by using a barcode on a receipt

You can scan the barcode on a receipt for the following purposes:

  • Create a new invoice based on the original receipt
  • Return a product
  • Sell an item at the original price
  • Sell more quantities at the original price

To process a return using a barcode on a receipt:

  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. On the bottom ribbon of the module, click F1 Advanced Lookup.
  3. Click the History tab.
  4. Scan the barcode or enter the invoice number, and then click Find.
  5. In the Qty column, enter an amount for each item that you want to add or subtract.
    • To add items to an invoice, enter positive quantities.
    • To subtract items from an invoice, enter negative quantities.
  6. Click F8 Add Items to Invoice.
  7. Complete the transaction.

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How to issue a gift card for a returned item

  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. Scan the returned item.
  3. Under Quantity, enter -1 for each returned item.
  4. Scan a gift card.
  5. Under Price for the gift card, enter the total dollar amount of the returned item(s).
  6. Click Checkout.
  7. Click Cash, and then press Enter.
  8. Swipe the gift card to activate it.

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How to mark a returned item as defective

Note: If you or a customer find a defective item before it has been purchased, you must sell the item before you can follow this procedure.

  1. In Paladin, on the top ribbon, select the Invoice/Quote module.
  2. On the top of the line item, check Def.
  3. Scan the defective item. In the Quantity box, -1 will appear.
    Note: If more than one of the same item is being returned, change the amount in the Quantity box. To search with Advanced Lookup, select the Def check box first.
  4. On the bottom ribbon, click Checkout.
  5. Complete the transaction process.

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If you have questions or suggestions about this information, contact support@paladinpos.com.

*Content is subject to change. For the most recent version, visit the Help Portal.
Printed on: 6/29/22