Finding a sale

The All, Receipts and Invoices tabs split the list. The search box matches document numbers (SR-… for receipts, INV-… for invoices, unless you changed the numbering in POS Settings), customer names and email addresses. An open invoice shows its balance and due date under the total, in red once it is overdue.

The buttons on each row

Which buttons a row shows depends on what the document is and where it stands:

• View (eye): opens the document window (below). Clicking the number does the same.
• Download PDF and Email to customer.
• Edit details (pencil), on invoices that are not cancelled or refunded.
• Record payment ($), on invoices with a balance.
• Turn into an invoice, on paid receipts that have never been refunded, when invoicing is turned on. See Turning a receipt into an invoice.
• Refund, on paid receipts and paid invoices.
• Cancel invoice, on invoices that are open or partly paid.

There is no Delete. A receipt or invoice is a record of a sale and of money taken, so it is undone with Refund or Cancel instead, which keeps the payment history straight.

The document window

The window shows the customer, the dates and terms, the money (total, paid, balance), the item lines, the payment history (payments and refunds, with dates) and the notes. Record payment is the main button on an invoice with a balance, including the option to charge a card. The More menu holds Email, Print and Download PDF, and depending on the document: Copy pay link and Send reminder (open invoices, see Getting paid), Turn into an invoice (paid receipts), Edit details and Cancel invoice.

Editing an invoice's details

Edit details changes the customer's name and email, the payment terms, the due date and the notes. Changing the terms moves the due date to match, counted from the invoice date; you can still set the date yourself. The notes box holds the invoice's whole note: what you save replaces it, and it prints in the Notes section of the invoice PDF. Items and amounts cannot be edited; see Creating and sending invoices.

Refunds

Click Refund on the row. The amount starts at everything still collected on the sale; lower it for a partial refund. Refunds need an Admin, or the Refunds & Card Management permission.

• A full refund gives the money back, marks the document Refunded and takes its lines out of your sales reports and All Sales. Tick Return items to stock if the books are coming back to the shelf; custom items (fees, services) are never restocked.
• A partial refund is money only: the sale, its lines in your reports and your stock stay as they are, and the document stays Paid so you can refund more later. A later refund of everything still collected counts as a full refund: the document becomes Refunded, its lines leave your reports, and you can return the items to stock then.

A card charged through your gateway is refunded back to the card. Cash, checks and other payments are recorded as refunded; hand the money back yourself. A sale paid in more than one way (a card charge and then a check, or two card charges) is refunded payment by payment, most recent first, each card transaction for its own share, so every card gets its money back.

Card refunds on the day of the sale

With Braintree or Authorize.net, a card payment has to settle (usually by the next day) before it can be refunded. Until then a full refund voids the charge instead, so the customer is never charged, and the confirmation says "Payment voided". A partial refund has to wait until the payment settles; you will see a message saying so. Square and Stripe refund in full or in part at any time.