Sales history and refunds

Sales history (POS → Sales history) lists all your shop's sales: paid, unpaid, voided and refunded. You can search and filter the list, open a sale to see its lines, and refund a paid sale in full. A refund never deletes the original sale; it is recorded alongside it with the reason you give.

Who can use this

• Owner, Manager and Shop Manager can open Sales history. Team Members cannot.
• Refunds can be given by the Owner and by staff the Owner has allowed to give refunds. Other staff see the refund button, but the refund is refused.

See Roles and permissions.

Before you start

• The sale was made in POS checkout.
• To refund, the sale must be Paid, and you need the reason for the refund.

Key concepts

Status	Meaning
Paid	Payment confirmed. Stock, points, gift cards and vouchers were updated.
Unpaid	The sale was started with Pay but payment was never confirmed. Nothing was updated.
Voided	An unpaid sale that was cancelled before payment.
Refunded	A paid sale that was refunded in full.

How to find a sale

1. Open POS → Sales history.
2. Type part of the receipt or invoice number in Search receipt number, and/or a product name or SKU in Search products or services.
3. If needed, choose a Status (All statuses, Paid, Unpaid, Voided, Refunded) and a From date / To date.
4. Select a row to open Sale details.

The list shows Receipt, Time, Salesperson, Payment type, Customer and Total. Salesperson shows Shop, and Payment type shows the sale's status. To see how a sale was paid, use Payment totals in Reports and exports.

Sale details shows the Status, Total, Customer, each line (quantity, description, line total) and the Sale note.

How to refund a paid sale

1. Open the paid sale in Sale details.
2. Enter the Refund reason ("Why is this sale being refunded?").
3. Select Refund full sale. The button shows Refunding… while it works.
4. You see "Sale refunded and stock returned." The sale now shows Refunded.

Hand the money back to the customer the same way they paid (cash, card terminal and so on). Kadenio records the refund; it does not move money.

How to cancel an unpaid sale

You can only cancel an unpaid sale from Take payment in Checkout, while it is open, with Void unpaid sale. See POS checkout. Sales history has no cancel button.

Rules to know

• Only Paid sales can be refunded, and always in full.
• A refund reason is required: "Enter a refund reason before continuing." (up to 255 characters).
• Selecting Refund full sale twice does not refund twice.
• A sold bicycle can only be refunded while it is still recorded as sold on this sale.
• The list shows the 50 newest matching sales. Narrow the filters to find older sales.
• Date filters use the day the sale was started (when Pay was selected), counted in international time (UTC). A sale made just after midnight Danish time may fall on the previous day.

What happens next

When a sale is refunded:

• Stock goes back up for each product. A refunded bicycle is marked Returned. Services and repair lines are not affected.
• Gift cards used to pay get their amount back.
• Loyalty points earned on the sale are taken back, and points the customer used on the sale are returned to them.
• The sale no longer counts in End of day or on the Dashboard, including for the day it was originally sold.
• A voucher used on the sale stays used.
• If the sale paid for a repair ticket, the parts used on the ticket stay deducted from stock, and the ticket cannot be paid again in POS.

Not available in this version

• Partial refunds, refunding single lines, and exchanges.
• Credit notes and printed return receipts.
• Refunding to a different payment method than the one used.
• Putting a refunded (Returned) bicycle back on sale.
• Cancelling an old unpaid sale from Sales history.

Common questions / problems

Symptom	Cause	What to do
"Sales history could not be loaded."	Connection problem	Select Try again.
"No sales match these filters."	Filters too narrow, or the sale is on the day before or after	Clear the filters; widen the date range by one day.
No refund option in Sale details	The sale is not Paid	Only paid sales can be refunded.
"The sale could not be refunded."	You are not allowed to give refunds, or the bike on the sale is no longer recorded as sold	Ask the Owner to do the refund.
An old sale is still Unpaid	Payment was never confirmed or cancelled	No stock or money was recorded; you can leave it.

Related pages

• POS checkout
• End of day
• Inventory
• Workshop
• Loyalty and rewards
• Glossary