Returns, Refunds & Inventory Reversal Guide

TRAX POS features an immutable Two-Way Linked Return Architecture. Rather than altering historical receipts, the system generates a linked Return Invoice (Storno-Beleg) with negative values. It offers barcode filtering, item-level quantity returns, condition grading (resalable vs. damaged), automated stock reversal, and fiscal compliance rollback.

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1. Two-Way Linked Invoice Architecture #

Every refund maintains permanent transaction integrity through bidirectional database pointers:

• Original Invoice: Holds a flag hasReturn = true and points to returnOrderId. In the archive table, it displays an amber Has Return badge linking directly to the return document.
• Return Invoice (Storno): Displays status returned, points to parentOrderId, and appears highlighted in rose (bg-rose-50) with negative bold totals (e.g., -€18.50). Clicking its badge navigates back to the original sale.
• Order Details Dialog: Features an informational banner at the top showing the linked document with a one-click navigation button.

Visual Reference: Return & Refund Processing Interface

(Upload and insert the generated refund_return_modal_ui image here)

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2. Step-by-Step Return Processing Workflow #

To process a return:

1. Navigate to the Returns Tab in the Store/POS module.
2. Enter the original Order ID (e.g., YJRY01-26-000005) into the search bar and press Search (or Enter).
3. The invoice summary displays the original order date and original total amount.
4. Isolate Returned Items:
   • Barcode Scan Filter: For receipts containing dozens of items, scan the returned physical product’s barcode directly into the Barcode Scan Input. The table filters instantly to show only matching items.
   • Or click Show All Items to browse line items manually.

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3. Granular Quantity & Condition Grading #

For each returned line item, cashiers configure two critical parameters:

A. Return Quantity

• Adjust the returned amount using the + and - step buttons or type a numeric value.
• Safety Constraint: The return quantity cannot exceed the original purchased quantity (max = getOriginalQty).

B. Condition Grading (Stock Reversal Logic)

• Resalable / Good Condition (isDamaged = false):
  • Displayed with an active emerald green toggle.
  • Product is intact and can be resold.
  • TRAX automatically restores the returned quantity back to active store inventory (inventoryService.calculateAndApplySoldQuantities()).
• Damaged / Defective Condition (isDamaged = true):
  • Displayed with an active rose red toggle.
  • Product is broken, expired, or unsellable.
  • TRAX registers the return record with condition 'damaged', but does NOT re-add the quantity to sellable store stock, preventing defective goods from re-entering active inventory.

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4. Real-Time Refund Calculation & Tax Rollback #

As return quantities are configured:

• Predicted Refund Amount: Highlighted prominently in an amber summary box.
• Tax Group Rollback: Recalculates exact tax amounts per VAT class (Class A 7%, Class B 19%), net amounts, and gross figures to ensure accounting books balance accurately.

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5. Finalizing the Return #

1. Click Finalize Return & Issue Refund.
2. Enter the Return Reason (e.g., Customer Remorse, Defective Goods, Wrong Size).
3. The system executes atomic transactions:
   • Generates a new sequential Return Order ID.
   • Sets orderTotal to negative currency value (-Math.abs(refundTotal)).
   • Restores inventory quantities for resalable goods.
   • Links parentOrderId on the return order and updates hasReturn: true on the original invoice.
   • Prints the official thermal Storno Return Receipt complete with KassenSichV TSE digital signature.
   • Enables immediate generation of the official STORNO-BELEG / RETURN PDF document.