Orders, returns and exchanges

Every sale goes into Orders: sales at the counter, orders your staff take in the dashboard, and orders from your online store. From one order you can take a payment, change its status, take items back or cancel it.

#The orders list

Open Orders in the dashboard menu (under Sell). On a phone, tap the ☰ button first.

Each row shows the order number, date, where it came from, the customer, the status, the payment and how much is still Owed. New orders appear by themselves, so you do not need to reload the page.

Use the filters at the top to find an order:

• Search by order number, customer name or phone.
• Status: for example Pending, Confirmed or Delivered.
• Payment: Money owed, Unpaid, Part paid, Paid, Part refunded or Refunded.
• Channel: In store (the POS), Dashboard (made by staff) or Online.
• Shop, if you have more than one.

Tap a row to open the order.

#Order statuses

To move an order forward, open it and tap Update status. Pick the New status and tap Save. For a shipped or online order you can also type a Tracking number.

#Make an order in the dashboard

Use this for a phone order or a sale you take away from the counter.

1. In Orders, tap New order.
2. Search for items by name, SKU or barcode and add them.
3. Pick the Shop and the customer, and set the Status.
4. Under Payment received now, type what the customer paid. Payment can also come later.
5. If a customer still owes money, you can set a Due date.
6. Tap Create order.

Items leave stock when the order is saved.

#Inside an order

The order page shows the items, discounts, any coupon, tax, delivery charge, the total, what was Paid and what is Owed. Below that you see Payments & refunds and any Returns. On the side you see the customer and the delivery address.

#Take a payment later

If a customer still owes money on an order:

1. Open the order and tap Receive payment.
2. Choose the Method, check the Amount and add a Reference if you like.
3. Tap Save payment.

The order changes to Part paid or Paid.

#Due date

An order that a customer still owes money on can have a due date. It shows as Due … at the top of the order, and turns red when it is late.

To set or change it, tap the calendar button next to the badges at the top, pick a date and tap Save. Tap Clear to remove it. See Baki and reminders.

#Return items

1. Open the order and tap Return items (above the item list).
2. Type how many of each item comes back.
3. Leave Back to stock ticked if the item can be sold again. Untick it for damaged items.
4. Check Value returned and To refund.
5. Choose how to refund: Refund the way they paid, or a method such as cash.
6. Add a reason if you like and tap Save return.

If the customer still owed money on the order, part of the return value reduces what they owe instead of being paid back.

You can also return from the POS: tap Sales at the top, open the sale and tap Return.

#Exchange items

Exchanges are done in the POS, so the customer can take new items at once.

1. In the POS, tap Sales, open the sale and tap Exchange.
2. Pick what the customer brings back and tap Continue to new items.
3. Add the new items to the cart. The cart shows the Exchange credit.
4. Tap Pay (F9) and take any extra money. If the new items cost less, Aiyaar tells you how much cash to give back.

See Sell with the POS.

#Cancel an order

1. Open the order and tap Cancel order. You can also use the cancel button on the row in the orders list.
2. Write a reason if you like.
3. Tap Cancel order to confirm, or Keep order to go back.

All items go back into stock, and any payment is refunded the way it was paid. An order that already has a return cannot be cancelled; use a return instead.

#Print and send documents

At the top of an order:

• Invoice prints a full-page A4 invoice.
• Receipt prints a till receipt.
• Send invoice sends the invoice to the customer by email, WhatsApp or a link. This shows when the order has a customer. See Invoices.

If the order is for delivery, you can also send it to a rider from the order page. See Delivery and riders.