Exchange Transaction at the POS

The Exchange Transaction feature is used when a customer requests to exchange a product with exactly the same product.

iVend Retail allows retailers to manage the exchange in two ways:

Scenario 1. Exchange based on invoice (Existing transaction)

Scenario 2. Baseless Exchange (without existing transaction)

In this article we will explain how to use both scenarios.

Related Exchange setup

1. Log into the iVend Management Console and navigate to Operations > Inventory > Product – the Product Search Screen comes up.

Figure 1 – Product Search Screen

2. Select a product from the search results and click [F4 Edit].
   

Figure 2 – Product Master Screen

3. Mark products as Exchangeable and click [Ok] to save the changes made.

4. Go to the iVend Management Console > Administration > Retail Configuration > Retail Profile – the Retail Profile Search screen comes up.

5. Select the appropriate target Retail Profile and click [F4 Edit].

Figure 3 – Retail Profile Screen

6. The user can check or uncheck the Exchange Without Receipt option as required for retailer’s business operations and policies. This option will need to be checked if the Baseless Exchange option is going to be allowed at the POS.

Business Cases

Case1 - Exchange with invoice

A customer comes to the store and requests to Exchange some items from one of their past invoices (sale transaction). The cashier asks the customer to show their invoice (sale transaction receipt). Based on the invoice information, the cashier is able to find the customer’s past transaction and then they can proceed with the Exchange process.

Case 2 - Baseless Exchange

A Baseless Exchange is used when it is not required for the customer to produce their invoice in order to obtain an exchange of items from a past sale transaction. This option also assists retailers where they have recently implemented iVend Retail and the customer’s invoices are from an old legacy POS system.

Business Transaction Exchange with Invoice

1. A customer comes into the retail store and requests to exchange one or more items and shows their past invoice.

Figure 4 – POS Transaction Search Screen

2. The cashier can scan the invoice barcode and this will open the Transaction Search preview screen

3. Alternatively, the cashier can click on [F6 Transaction Search] from the main POS screen.

Figure 5 – Transaction Search Screen

4. The cashier can use the filter criteria to find the transaction.

5. The cashier selects the transaction and clicks [Ok].

Figure 6 – Sale Exchange Screen

6. Select the items that the customer wants to exchange and click [Sale Exchange]

7. Notice the message on the top of the screen that confirms the items have been added to a transaction for Exchange

8. If the Exchange is not allowed, then the cashier will see an error message on each item line to the right-hand side of the screen

9. Clicking [Ok] will proceed with the transaction Exchange.

Figure 7 – Payments Screen

10. Items are now added to the Transaction screen

11. The Cashier can now complete the transaction by either processing a [F11 Quick Complete Cash] or [F12 Payments]. 

Note: The total for the transaction is Zero, therefore no amount will be taken for the exchange and the system will proceed to complete the process as a zero-value transaction.

Figure 8 – Quick Complete With Cash Screen

Business Transaction Baseless Exchange

1. On the iVend POS main transaction screen, click on [F1 Transaction Mode].

Figure 9 – Transaction Mode Screen

2. The Transaction Mode selection panel will be displayed.

Figure 10 – Sale Exchange Screen

3. Click on [F3 Sale Exchange]

Figure 11 – Sale Exchange

4. The Transaction Mode on the main transaction screen will change from SALE to SALE EXCHANGE

5. The cashier can now scan the items customer wishes to Exchange or they can perform a product search to look-up and select the appropriate product for the exchange.

6. The Cashier can now complete the transaction by either processing a [F11 Quick Complete Cash] or [F12 Payments]. Note: The total for the transaction is Zero, therefore no amount will be taken for the exchange and the system will proceed to complete the process as a zero-value transaction.

Figure 12 – Quick Complete With Cash

7. Click Yes to complete the Exchange transaction

Conclusion: There are two types of Exchanges in iVend

1. Baseless Exchange, where the original invoice (sale transaction receipt) is not required for the Exchange.

2. Exchange with invoice, where the original invoice (sale transaction receipt) must be supplied to initiate the Exchange.