How to return a receipt via an online cash register to the buyer’s card - we document the transaction on the same or the next day using a check

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Online checkout returns are a frequent and very significant operation in trade of any scale. There are many reasons why a cashier needs to return money to a customer. How to make a return at the online checkout to avoid mistakes. First, let's figure out what types of checks there are and what a “sign of payment” is.

Sign of payment in a cash receipt - what are they?

The format of a modern cash receipt is very different from what it was just a few years ago. Today, every document must include the following information:

Store information.
The total amount of the transaction.
Serial number of the order.
Tax contributions.
The exact time and date of receipt generation.
Fiscal data.
Actually a sign of calculation.

At the request of the owner of the outlet, many other data can be printed, however, the ones listed above are mandatory.

In what cases is adjustment needed?

A correction check is issued when it is necessary to correct an error made by the cashier, or problems have arisen in the operation of the online cash register.

Common mistakes made by transaction operators are:

Punching a receipt return check instead of adjusting.
The check was not cleared for the amount transferred by the buyer for the goods.
The check turned out to be punched for a larger amount than the buyer paid, and the error was discovered at the end of the shift.

Failures in the online operation of the cash register may be due to its overheating and failure, or to a power outage in the store.

The details of the correction check are the same as for a regular check: cash register number, tax identification number, fiscal attribute and others. Their distinctive feature is that the corrected receipt does not indicate the product range, its volume and cost, since it is not issued to the buyer. The correction is needed by the fiscal data operator to send to the tax authority. Such a cash document does not require a breakdown by item. Only the total amount of the adjustment is indicated.

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What are the signs of settlement in a check of any type and format?

This term describes one of the mandatory initial data indicated on the cash receipt. It must be present on the document, regardless of whether it is presented to the buyer in paper or electronic form. Possible options for details are established by federal legislation. Among them:

Receipt is a standard sale of goods, records the moment when the purchaser hands over money to the seller and receives purchases in return.
Receipt return – printed when a reverse operation occurs, that is, the purchased item is returned to the store, and the buyer’s money is returned to the buyer in cash or to the card.
Expense – registration of the issuance of material funds to the client from the cash register for things received from him. Used in scrap metal collection points, pawn shops and other similar institutions.
Refunding is the reverse operation. It is used extremely rarely, but is nevertheless possible.

It should be noted that the procedure requires printing a new check, since all information received by the cash register is immediately transferred to the tax department. At first glance, this creates some difficulties, but in fact it also brings convenience, not only to the buyer, but also to the seller. Thanks to this introduction, there is no need to additionally create an act, which saves time.

Documentation of return

To prevent fiscal department employees from asking questions, the procedure for accepting goods for re-sale must be accompanied by official forms. Certain papers will be required to document the return of receipts at the cash register online:

citizen's statement;
account cash warrant;
original receipt for the purchase of products or a duplicate thereof;
acceptance certificate or return invoice.

The act and invoice are drawn up in free form or the generated form can be found on the Internet. The buyer signs the documents, proving receipt of money and delivery of products to the warehouse.

Sample application

The application for reimbursement of costs is submitted to the administrator. To issue permission to transfer funds to the buyer, the administrator signs it. The application is created at the discretion of management. It is necessary to protect the interests of the retail outlet from unlawful acts of unscrupulous citizens.

The check does not contain the consumer's full name, so several citizens may demand a refund with the same check. To prevent such situations from arising, it is recommended to collect all the documents presented above.

It is recommended to indicate the following information in the application:

Full name of the buyer;
details from the passport;
amount of compensation;
factors that became the basis for transferring products for re-sale;
The document ends with the closing date of the transaction and the signature of the applicant.

Important! The use of online machines has simplified the reimbursement process. It does not matter on what day the consumer brought the goods to the retail outlet: immediately after purchase or after a certain period of time.

When to return goods via online checkouts

There are different situations possible in which, in principle, one has to resort to the procedure, but basically this happens for two objective reasons. The first is related to the client's refusal to purchase. What caused such a desire, inadequate quality or one’s own preferences, is completely unimportant. When everything complies with the law, the seller is obliged to return the goods to the buyer via the online checkout.

The second reason for canceling a purchase is a typo during the initial checkout. The problem may be an incorrectly entered amount, unit of product or its name. In this case, it is impossible to do without correction, since this will lead to the transfer of incorrect information to the tax service, and at the same time to other troubles. As a result of the procedure, the buyer receives a new receipt, and the seller has to prepare other documents, which we will talk about later.

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How to make a refund for goods at the online checkout: step-by-step instructions

The actions of the store employee are subject to the situation that led to the registration of the procedure. The period during which funds must be returned to the consumer’s hands also depends on this. If we talk about the most general algorithm of actions, it will look like this:

The customer notifies of his desire to cancel the purchase by means of a statement.
The employee draws up an invoice for that part of the purchased items that should be returned to the warehouse.
The entire debt amount is calculated.
A cash transaction is being completed.

Next, we will consider in more detail different situations and ways to overcome them.

Registration of a refund for goods on the same day of purchase at the online checkout due to a seller’s error

This option is the simplest, including for the buyer himself. He does not need to submit any documents or write an application. It is enough to reprint the order with the correct price, name and quantity of the product. The client receives it directly at the cash register. If necessary, he is also compensated for the monetary difference.

Reasons for return

The seller can accept sold products at the online checkout if the following conditions are met:

14 days have not passed since the date of sale of the goods;
During an external inspection, no signs of use of the product should be detected;
the returned goods must be suitable for further sale (presence of seals, labels, etc.);
Availability of a cash receipt for products sold.

The consumer can bring goods to the store. The reasons for transferring them to the seller for re-sale may be the following factors:

presence of defects, breakdowns;
non-compliance with the requirements for operation;
mismatch in configuration, color, size, etc.

In the absence of a cash receipt due to its damage or loss, the buyer may bring witnesses. They must confirm that they purchased the product.

Note! The seller cannot refuse to return the consumer in the absence of a cash document. Information on product sales is included in the sales register. The cashier can generate a duplicate check.

Based on the standards of domestic legislation, the money is transferred to the buyer within 10 days. But most often they are returned on the day when the citizen brings the purchased products for resale after filling out the necessary documentation.

If you need to return a large item that requires delivery, you can do one of the following:

Contact the store to arrange delivery of large items to the store.
Personally arrange delivery and then request reimbursement in writing. To confirm them, documentation confirming expenses must be attached to the application.

Cost reimbursement

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For the cashier, this is not the end of the procedure. He must draw up a memo indicating the mistake made and also confirming the printing of new documents. The “wrong” check is retained by the employee and attached to the note as evidence.

It should be noted that these instructions only apply to situations where the problem was identified directly on the day of sale, and, if possible, at the very moment of purchasing the product. However, it is impossible to return it and get your money back in full. This requires a procedure using a different algorithm, which we will discuss below.

How to make, process and process a refund for a product to the buyer through an online checkout when the product is returned

No one can take away the right to completely cancel a transaction from a client, so if there are legal grounds for this: for example, the item turned out to be of inadequate quality, the wrong size, or the buyer simply changed his mind, the procedure is also carried out without delay, but is somewhat more complicated.

First, he will have to write a statement addressed to the store director, which indicates exactly what was purchased and for what amount, as well as the reason for the refusal. The form can be found on the Internet or requested directly at the point of sale. Additionally, you will have to attach a previously issued check and show your passport.

If the receipt was lost, the seller will be able to find it on the fiscal registrar, so there will be no problems for the buyer in any case. Unless more time is spent on registration. Next, the seller will have to take a few more steps:

Issue an invoice.
Print a check.
Give a new receipt and money to the client.

If the purchase was made using a bank card, the funds will be credited back to it.

How to make a return at the online checkout not on the day of purchase

This situation, according to the rules of the event, completely coincides with the previous one. The consumer will need a completed application and a receipt (if available), and the store employee will need an invoice and a printout of new documents. Upon completion of the transfer of funds back to the acquirer, the transaction is considered cancelled.

In addition, we note only one point. Returning an item several days after purchasing it requires special attention. Different groups of products have different periods during which such a procedure can be carried out. In addition, there are certain groups of items that cannot be replaced or returned to the store.

How to issue a partial refund at the online checkout

One receipt often indicates several product items, but the buyer's claims may relate to only one or some of them. In this case, you have to resort to a completely different version of the procedure. In general, it is similar to the situation when the client wants to completely abandon what he purchased, which means an application, delivery note and other documents are drawn up. But all this describes only specific items that must be returned to the store.

Accordingly, the new fiscal document will also contain information only on certain items. The funds are returned according to the same. The original receipt, which contains proof of other purchases, is not taken from the purchaser. A copy is simply made from it, which remains at the point of sale. Thus, the person receives a new warrant covering the items that were returned and keeps the old one to confirm ownership of all the others.

If everything is still not clear, watch the following video:

How to make a refund using an online cash register: types of returns and adjustments of income/expenses

How to make a refund at the online checkout: refunds at the Mercury, Atol, Shtrikh M checkout

If your cash register does not support all existing functionality, or performing the necessary operations on your cash register is difficult, we recommend that you upgrade to new equipment. Get acquainted with the catalog of online cash registers of a new type. These cash registers fully comply with the updated legislation and Federal Law 54, and also support all the necessary functions and capabilities of a cashier. It is also recommended to switch to new cash registers for those who have not yet switched to online cash registers, but must do so, and for those whose equipment must be updated by law.

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How to return a receipt using an online cash register legally: documentation

Despite the fact that for the buyer the algorithm of actions is quite simple and requires practically no effort, the seller has to additionally prepare a lot of paperwork so that there are no problems with the tax service in the future. Among them may be:

Fiscal documents, that is, created directly on the cash register. These include all cash receipts, including those made for the purpose of correcting information.
Exculpatory – confirming the legality of the procedure. They can be an application from the buyer, an act of delivery of a previously purchased product, or a letter of guarantee.
Cash registers, which are created to record all transactions carried out at a retail outlet. These include receipts and expenditures, and a cash book.

With the introduction of innovations in the laws on trading activities, it has become easier to generate such reports, so this should be done without fail, and, if necessary, submitted to the tax service.

Procedure for issuing a check

The following documents must be submitted to the Federal Tax Service:

Corrected check.
Report on the discovery of surplus funds.
An explanatory note about the error drawn up by the cashier.

Important! Copies of these documents are transferred to the tax authority. Keep the originals with you.

Step-by-step algorithm for correcting a check with an error:

Drawing up a report on the discovery of excess money with a correction check.
Drawing up an explanatory note by the cashier with a full description of the reason for the error.
Written notification to the Federal Tax Service about the adjustment made.

Important! The letter should be sent before the tax service detects the violation. Otherwise, the organization will be fined in the amount of 30,000 rubles in accordance with the provisions of the Code of Administrative Offenses (Article 14.5, paragraph 2).

The explanatory note and act must be kept by the cashier if the tax office requires an explanation of the reason for the adjustment.

Writing an application

We have already talked about what is being included in this document, but let’s put another emphasis on its content. The buyer has the right to write an appeal to the director, but it must contain the following:

Passport details.
Why does the consumer refuse the purchased item?
The price of the purchased product, the date and time of the transaction.
Date, signature.

The store employee will have to ensure that it is filled out correctly, since this paper will remain here. The easiest way is to take care of timely printing of forms, which clients can fill out if necessary. As for the cash receipt, if possible, a copy should be made of it. If the receipt is lost, the cashier will have to find confirmation in the Federal Register, and reflect in the documents that the order itself was lost.

Is it possible to avoid a fine?

If you accepted money back from the buyer and did not issue a check with the “return of receipt” sign, you have a chance to correct this violation. First of all, you need to issue a correction check . It was created precisely for such situations, that is, when the check should have been knocked out, but this did not happen. You can learn more about it from the video at the end of the article.

After the correction check has been generated, you need to draw up a written explanation to the Federal Tax Service in any form. That is, explain to the tax authority the circumstances under which the violation was committed.

This letter must be accompanied by a correction check, as well as a document indicating the violation. Next, all this should be sent to the Federal Tax Service. However, it is important that the taxpayer manages to send a message about his violation before the tax authority finds out about it . However, in accordance with Article 14.5 of the Code of Administrative Offences, no fine will be imposed.

How to issue a refund on a card from an online cash register

Today, purchases with non-cash payments using credit cards are made much more often than with cash. In general, the measures for returning assortment do not differ, regardless of the payment method. Unless the card details are additionally entered into the application written by the buyer. In this case, funds can take up to ten days to arrive, and the client’s attention should be drawn to this so that he does not doubt the correctness of the seller’s actions.

How to correct a check entered by mistake

A correction is made when, before the end of the shift, there was more revenue in the cash register than there should be. In addition to the explanatory note, the cashier must draw up an act to explain to the Federal Tax Service the reasons for the adjustment and prove that the excess money ended up in the cash register by accident. In this situation, it is impossible to issue a refund check.

If the purchase was made for cash, and they want to receive a refund via non-cash payment

To begin with, the client will have to clarify this desire in the application along with the details for transferring funds. Otherwise there are no differences from the general procedure.

The only point that should be further clarified is that such a change in the form of payment is possible only if cash was initially used. If the purchase was initially made using a bank card, it is impossible to exchange it for real money; the funds will be transferred to the credit card from which they were debited.

How to complete the procedure via POS terminal

Steps may vary slightly. It depends on the hardware you're using, but they usually look like this:

The store employee selects the “Financial” section.
Next, you need to stop at returning the goods and insert a customer card into the device.
After this, the amount is entered, and the consumer confirms it and enters the PIN code.
The completed check is printed and given to the purchaser.

The money must be returned within five working days.

Carrying out a return

The procedure is carried out in different ways. It all depends on the reason for which you need to make a return.

On the day of purchase (seller's error)

How to make a return via online checkout after purchase? Sometimes sellers make mistakes when selling goods. The receipt may indicate an incorrect number of product units. It is also possible that the prices on the receipt and the price tag may not match. To eliminate the mistake, the cashier knocks out “Return of Receipt”. The salesperson issues a receipt with the correct quantity of product and its price. This document is handed over to the buyer along with the overpaid money. The buyer will not need any other papers.

Fiscal authorities will need to provide documentation confirming the legality of cost reimbursement. The seller needs to write a memo explaining which check was issued incorrectly (the erroneous document must be attached to the note). The fact of generating 2 supplementary checks (“Return of receipt” and a new cash receipt) is recorded in the document.

If a consumer contacts a store to resell purchased products, the procedure on the day of purchase is no different from the return process several days after the purchase and sale transaction. A similar rule applies to the transfer of an advance payment (prepayment) for goods to the buyer.

Not on the day of purchase

In some situations, customers bring goods to the store demanding a full refund. There are many reasons for this. The day a citizen applies for compensation does not matter. He may demand a refund immediately or after a certain period. At the online checkout, costs are reimbursed equally in both situations.

Example of an invoice

You should go to the store to transfer goods for secondary sale with a receipt and passport. On the spot, you must write an application in any form with the obligatory indication of the above information. Some retail outlets have developed forms for such cases to simplify and speed up the process.

Next, the seller creates an invoice for returning the goods. There is no single form of this paper. Authorized persons create the form on their own. The invoice is drawn up in 2 copies. Each of them is certified by the seller and the buyer.

At the next stage, the trade employee creates a refund check. It differs from the original check in the sign of settlement. In this block, instead of the word “Parish” there is the phrase “Return of arrival”. The program creates a document with the following information:

the name of the purchase for which reimbursement will be required;
its cost;
payment method (cash, non-cash);
date, time of the operation, its barcode, etc.

Return check example

Refund to the buyer (the buyer returns the goods)

After issuing a return check in KKM online and signing the necessary documentation, the seller returns the money paid by the buyer in whole or in part. A partial refund is provided when several units of goods from different groups are purchased (for example, bread, saucepan and sausage, but only the saucepan is subject to a monetary refund). In both cases, the procedure for transferring cash is the same.

Why do you need a correction check?

The need for this document arises if the seller discovered his own mistake some time after the transaction was completed, when the buyer had already left the outlet. It is impossible to leave the situation as it is, since at the end of the day the profit at the cash desk will not correspond to the report. The printing of such a receipt is always accompanied by the preparation of a report indicating the error that occurred.

However, the preparation of an adjusted order is required only when excess funds are detected. If there is a shortage, there is no need to punch additional checks. The procedure must be completed before the end of the work shift and the preparation of the Z-report.

Making a refund at the online cash register if there is no money

According to the laws of the country, the trade worker must return the money within 10 days. Therefore, if there is no revenue at the box office, there is no need to worry. The seller must explain to the buyer the standards of Article 22 of the Federal Law of the Russian Federation “On the Protection of Consumer Rights”. It is he who determines the 10-day period for transferring money for the returned goods.

Additional Information! If the seller does not reimburse the consumer’s expenses within this period, then from the 11th day a penalty in the amount of 1% of the purchase price begins to accumulate.

The process of returning funds using an online cash register will not cause any difficulties for a retail employee. You need to accept an application from the consumer and generate several documents. Then the money is returned to the buyer legally.

What products can be returned through online checkouts?

The consumer has the right to refuse any purchase, regardless of its quality, within a specified period. For products with properties that meet the requirements, it is 14 days, for defective items - a warranty period or 2 years, if one was not declared.

But there are exceptions included in a special list. These include things that provide personal hygiene, cosmetics and perfumes, underwear, medicines, household chemicals, plants, technically complex goods, animals and some other groups. They are not returnable under any circumstances.

Is everyone required to use the online cash register?

According to the law, from February 1, 2021, most entrepreneurs switched to working with new generation online cash register machines. The rest are required to start using them on July 1, 2021.

The law provides for a number of persons exempt from the obligation to use online cash registers. These include:

Entrepreneurs engaged in shoe repair or key making.
Individual entrepreneurs selling handicraft products.
Organizations selling printed publications at kiosks.
Traders of ice cream, live fish, vegetables and fruits, etc.

A complete and current list can be found in legislative documents.

Stores located in rural areas where there is no Internet are also not required to report to the tax office every day. Information about their financial activities is stored in the fiscal storage of the online cash register, and they are required to submit the report within a certain time frame, visiting the Federal Tax Service Inspectorate in person.

With the advent of cash register systems for cash transactions, entrepreneurs and organizations abandoned the maintenance of primary documentation. But with incoming and outgoing orders, things are different - their management remains relevant today. The procedure for returning via online checkout on the day of sale or at a later date is simple. The main thing is to correctly reflect the issuance of money and save the necessary documents.

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