--- title: "How a Return Transaction Works" slug: "how-a-return-transaction-works" updated: 2026-08-10T20:13:10Z published: 2026-08-10T20:13:10Z canonical: "help.idibilling.com/how-a-return-transaction-works" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.idibilling.com/llms.txt > Use this file to discover all available pages before exploring further. # How a Return Transaction Works When you begin a return transaction, the item is first checked against the rules on the Register Policy Refund/Cash Back tab (see Setting Up Rules for Returns). If the transaction passes these rules, the transaction is allowed to continue. If the returned item is inventoried, the return wizard lets you specify the quantity of items being returned and the status (condition), for example, New, Used, Demo, Defective and so on. The Inventory count is then adjusted accordingly. **Setting Up Rules for Returns** Return transactions are governed by Refund/Cash Back and Tendering rules which can be defined on a global, regional, or store basis. These rules are configurable via the POS Back Office Location Configuration window. To configure the return rules: 1. Open the POS Back Office Location Configuration window. **(More)** 1. From the main menu select **Applications > POS Back Office > Locations**. 2. Right-click on global, or the region, or the store and select **Register Policy**. 2. Configure the following rules on the **Refunds/Cash Back** tab: **Refund Cash Amount Limit** This lets you set a limit on the amount of cash that can be returned to a customer during a return transaction. - To set no limit, select **Unlimited**. OR - To set a limit, select **Max. Amount** and then enter the maximum amount in the corresponding text box. **Refund Days Limit** This lets you set a limit on the number of days after a sale that an item may be returned for a full refund. - To set no limit, select **Unlimited**. OR - To set a limit, select **Max. Days** and then enter the maximum number of days in the corresponding text box. The limit may be overridden by permission (Application>CostGuard Client>POS>Front Office>Sales and Returns (or Return Requests)>Override Max Days Return) **Allowed Refund Options** This lets you set the rules for refunds when the Refund Days Limit is exceeded. - To specify no refund will be given select **No Refund**. This places exception items back in store inventory without issuing a refund for those items. OR - To allow a store credit refund select **Store Credit**. 3. Configure the following rules on the **Tender** tab: **Tender Types Accepted** Tender types allowed for returns are marked Y in the Allow Returns column. Tender types that are not allowed are marked **N**. To change the current setting for a tender type right-click on the tender type and select **Allow Return**. **Credit Cards Accepted** Check credit cards to be allowed. This applies to all transactions (sales and returns). > [!NOTE] > Note > > The system checks the quantity to be returned against the quantity sold in the transaction. If there is a discrepancy the transaction can not be completed. If the item being returned was sold more than the maximum days allowed, the transaction is subject to certain rules as described under ***Returning Items After Refund Days Limit Has Elapsed*** below. When this part of the transaction is complete, the wizard helps you to reimburse the customer. The tender form indicates the total amount if any to be collected or reimbursed, and lets you select one of several tender types (cash, credit card, check, and so on). The available tender types and maximum allowable cash amount are established by the register policy. > [!NOTE] > Note > > If the return amount exceeds the maximum allowable amount for the selected tender type, the transaction cannot be completed until you change the tender type. #### Returning Items After Refund Days Limit Has Elapsed On attempting to return an item after the configured Refund Days Limit has elapsed, the Return Exception(s) dialog is displayed to support returns after the limit expires. The dialog lists those items (Exceptions) that are beyond the Refund Days Limit as set on the Register Policy, and provides options for proceeding. ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/83702.png?sv=2026-02-06&spr=https&st=2026-11-14T11%3A12%3A03Z&se=2026-11-14T12%3A12%3A03Z&sr=c&sp=r&sig=yn%2FWCakwakORJZt%2Fd1E7xf%2FqnwFWSihUYv3plHq1ZoU%3D) - **Manager Override** – This refunds the full amount, including exceptions. This requires users to have the new Override Max Days Return permission: Application>CostGuard Client>POS>Front Office>Sales and Returns (or Return Requests)>Override Max Days Return - **No Refund** – This places exception items back in store inventory without issuing a refund for those items. This button is enabled/disabled via Register Policy (see Setting Up Rules for Returns) **Setting Up Rules for Returns** Return transactions are governed by Refund/Cash Back and Tendering rules which can be defined on a global, regional, or store basis. These rules are configurable via the POS Back Office Location Configuration window. To configure the return rules: 1. Open the POS Back Office Location Configuration window. **(More)** 1. From the main menu select **Applications > POS Back Office > Locations**. 2. Right-click on global, or the region, or the store and select **Register Policy**. 2. Configure the following rules on the **Refunds/Cash Back** tab: **Refund Cash Amount Limit** This lets you set a limit on the amount of cash that can be returned to a customer during a return transaction. - To set no limit, select **Unlimited**. OR - To set a limit, select **Max. Amount** and then enter the maximum amount in the corresponding text box. **Refund Days Limit** This lets you set a limit on the number of days after a sale that an item may be returned for a full refund. - To set no limit, select **Unlimited**. OR - To set a limit, select **Max. Days** and then enter the maximum number of days in the corresponding text box. The limit may be overridden by permission (Application>CostGuard Client>POS>Front Office>Sales and Returns (or Return Requests)>Override Max Days Return) **Allowed Refund Options** This lets you set the rules for refunds when the Refund Days Limit is exceeded. - To specify no refund will be given select **No Refund**. This places exception items back in store inventory without issuing a refund for those items. OR - To allow a store credit refund select **Store Credit**. 3. Configure the following rules on the **Tender** tab: **Tender Types Accepted** Tender types allowed for returns are marked Y in the Allow Returns column. Tender types that are not allowed are marked **N**. To change the current setting for a tender type right-click on the tender type and select **Allow Return**. **Credit Cards Accepted** Check credit cards to be allowed. This applies to all transactions (sales and returns). - **Store Credit** – This enforces selection of store credit for exception item refunds. This button is enabled/disabled via Register Policy (see Setting Up Rules for Returns) **Setting Up Rules for Returns** Return transactions are governed by Refund/Cash Back and Tendering rules which can be defined on a global, regional, or store basis. These rules are configurable via the POS Back Office Location Configuration window. To configure the return rules: 1. Open the POS Back Office Location Configuration window. 2. Configure the following rules on the **Refunds/Cash Back** tab: **Refund Cash Amount Limit** **Refund Days Limit** **Allowed Refund Options** 3. Configure the following rules on the **Tender** tab: **Tender Types Accepted** **Credit Cards Accepted** Check credit cards to be allowed. This applies to all transactions (sales and returns). - **Skip Items** – This option is only displayed when you’re attempting to return multiple items, and some some items are not exceptions. Using this option will return non-exception items only.