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How to Process an Exchange in Retail on the Qashier Smart Terminal

How to do an exchange of goods on an itemised basis

Processing an Exchange from Transactions:

  1. On your Qashier Smart Terminal, select Transaction Record.

  2. Search for the original transaction by date and/or receipt number.

  3. To do an exchange, select the original item in the transaction and confirm the exchange.

  4. Search for the new item by name or by scanning the item's barcode.

  5. Once the exchange is confirmed, the transaction and inventory of the 2 items will be updated accordingly.

Note: Exchanged items must have the same price for the exchange to be processed within a single transaction. If you select an item with a different price, the system will automatically use the original item's price for the replacement item.

If you need to exchange an item for one with a different price, we recommend voiding the original transaction and creating a new transaction instead.

Void & Create New Transaction

If the exchange involves multiple items, partial returns, or store credit adjustments:

  1. Void the original transaction (see "How to Void a Transaction" section).

  2. Create a new transaction with the items the customer is keeping/receiving.

  3. This method gives you more flexibility for partial exchanges and mixed adjustments.

Understanding Inventory Updates

When an exchange is processed, Qashier automatically updates your inventory:

  • Original Item: Quantity increases by 1 (item returned to stock)

  • New Item: Quantity decreases by 1 (item given to customer)

  • Timing: Inventory updates occur immediately when the exchange is confirmed

Important: If you void an exchange transaction, the inventory changes from the exchange will be cancelled. The returned item's quantity will go back to the amount before the exchange. Please make sure to inform the customer if the items need to be exchanged again physically.

Troubleshooting: Transaction Not Found

If you cannot locate the original transaction, try these steps:

1. Expand Your Date Range

  1. The transaction may be from a previous month or earlier. Try selecting a wider date range in the search filter.

  2. If you know approximately when the purchase was made, select that month and browse the transaction list.

2. Use Receipt Number

  1. Ask the customer for their receipt number (printed on the receipt).

  2. Enter the receipt number in the search field to find the exact transaction.

3. Search by Item Name or Barcode

  1. If the receipt is missing, try searching by the item name or scanning the original item's barcode.

  2. This can help narrow down the list of transactions.

4. Check Transaction Source

If the purchase was made on a different terminal or register, the transaction may be harder to locate. Make sure you're searching in the correct terminal's transaction history.

Tip: If you still cannot find the transaction, you may need to process the exchange as a new sale with a separate refund or store credit. Contact our support team for assistance with unusual or missing transaction scenarios.

Best Practices for Exchanges

  • Timing: Process exchanges within the same day when possible to avoid inventory confusion.

  • Inventory: Ensure the new item is physically available before confirming the exchange in the system.

  • Documentation: Keep notes of exchanges, especially if price adjustments or refunds are involved.

  • Multi-item Exchanges: For customers exchanging multiple items with different prices, consider voiding and creating a new transaction for clarity.

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