Exchanging Item in POS & Collection Centre
- Aparajita Basu Roy (Unlicensed)
In retail, customers regularly exchange items bought by them - whether due to size or colour. Earlier Ginesys POS allowed you to exchange items only when they were billed as separate sale items. Due to this, the challenge was that when the customer purchased an Item during the EOSS period and wanted to exchange during the non-EOSS period, the differential amount was shown as due to be paid by the customer.
For example, a customer purchased a shirt of size 38 at a discounted price of 1200 (MRP-2000) during the sale. But post-sale, he wants to exchange the same with size 40. When the cashier selected the return item and the new alternate item, the difference amount of Rs. 800 was shown as pending to be paid by the customer.
Now with the update, the user will be able to select the alternate item against the returned item and the alternate item will be billed as per the old price only, so there will be no difference in pricing.
The following points are covered -
The exchange operation button has been added to the app security-based.
A new policy has been added "Allow exchange of Item other than same Article" to allow return from other article as well as per the business needs.
Items can be exchanged only against the return of Bill Item (i.e. Return against Bill).
Exchange can also be done for any store return.
Checks on selection of Alternate Items -
Alternate Item's Scan Unit should be the same as Bill Item's Scan Unit in order to be compatible with Amount apportionment.
Pre-requisites
The users' role must have access to the Application Settings feature by enabling the Exchange app operation for the feature in Admin - Security - Roles (Cashier etc.) - Access Rights - Administration - System - Configuration.
Version has to be 2.3.0 and above.
Step-by-step guide
The steps are as follows:
Scan the item being returned by customer.
Scan the new item selected by the customer.
Click on the Exchange Button.
Click on the Payment Button or press F8 to make payment.
In retail, customers often exchange items due to size, color, or other preferences. This guide explains the updated item exchange process in Ginesys POS, ensuring compliance, smooth operations, and customer satisfaction.
Background
Previously, exchanges required billing the returned and exchanged items separately. This caused issues, especially for items purchased during sales, such as End-of-Season Sales (EOSS), and exchanged later. Customers were often required to pay price differences due to changes in pricing periods.
Example:
A customer buys a shirt (size 38) during EOSS for ₹1200 (MRP ₹2000).
After the sale, they want to exchange it for size 40.
The system previously showed ₹800 as payable due to the price difference.
With the update, the alternate item will be billed at the original item's price, eliminating additional payments or refunds for price differences.
Key Changes
1. Role-Based Permissions
Users must have the following permissions to perform an exchange:
"Sale Allowed"
"Exchange Allowed"
2. Checks on Items
The scan unit of the returned item must match the scan unit of the alternate item.
The same Bill Item can be selected as the alternate item.
No promotion/discount will be applied to the alternate item populated during the exchange.
3. System Setting for Cross-Article Exchanges
A new Master/Site policy setting, "Allow exchange of Item other than the same Article," must be enabled to allow cross-article exchanges.
If this setting is disabled, only items belonging to the same article may be exchanged.
4. Additional Checks on the Exchange Button
The Exchange button cannot be used when the terminal is in Return mode.
Exchanges are allowed only for items returned with a Bill reference (Return against Bill).
Exchanges are valid for returns from any store.
5. Pricing Consistency
Alternate items will always be billed at the same price as the returned item, regardless of whether the alternate item's price is higher or lower.
6. Security Control
The Exchange operation button is now security-controlled for better compliance and flexibility.
Mechanism for Price Differences
For Lower MRP Items
Discounts from the original item will be adjusted to match the MRP difference with the alternate item.
If discounts are insufficient to cover the difference, the system will restrict the exchange and suggest performing a normal return instead.
For Higher MRP Items
Customers can exchange for higher-priced items by paying the difference.
Discounts from the original item (excluding loyalty discounts) will be applied to the alternate item.
No new discounts will apply to the additional payment.
Example:
A returned item’s RSP is ₹3000 with a 20% discount, making the net price ₹2500.
The alternate item’s RSP is ₹3100. The system applies a ₹500 discount, making the net price ₹2600.
The customer pays the difference of ₹100 (₹2600 - ₹2500).
For Same MRP Items
No changes are required. These exchanges continue to work as before.
Key Restrictions and Considerations
Refunds or credit notes are not allowed during exchange operations.
Users must process returns and sales separately in such cases.
Improved Discount Handling
Previously, all discounts from the returned item were copied to the alternate item, causing reporting issues.
Now, all discounts (except loyalty discounts) are consolidated into a single item discount with a specific description, ensuring accurate analysis and reporting.
Example:
A returned item has a promotion discount of ₹100 and an item discount of ₹50.
The system consolidates these into a single item discount of ₹150 for the alternate item.
Operational Steps
Ensure the user has the required permissions (“Sale Allowed” and “Exchange Allowed”).
Verify the scan unit of the returned and alternate items match.
Enable the system setting for cross-article exchanges if applicable.
Process the exchange through the Exchange button (ensure the terminal is not in Return mode).
For higher MRP items, collect the additional amount from the customer.
Ensure consolidated discounts are correctly reflected on the alternate item.