Process a return, exchange, or unlinked refund
About returns, exchanges, and unlinked refunds
Process refunds, returns, and exchanges to resolve customer issues.
Refund: Give your customer their money back for a product.
Return: Give your customer their money back for a product and receive the product back for your inventory.
Exchange: Return a product and give your customer a different product in its place.
Unlinked refunds: Refunds that are not linked to an earlier payment made with your point of sale. Use unlinked refunds to issue refunds for customers without a receipt or payments processed through another payment processor or channel. You can refund specific items or a custom amount, back to a card, cash, or gift card.
Before you begin
You can do the following from your Square POS app or Square Retail POS:
Square Plus, Square Premium, and Square for Retail Plus and Premium subscribers can process a return.
Square Plus, Square Premium, and Square for Retail Free subscribers can process an exchange.
Square Plus, Square Premium, and Square for Retail Plus and Premium subscribers can process an unlinked refund.
You can also issue a refund for a previous transaction that is linked to an earlier payment made through your Square POS. Learn how to manage customer refunds.
You have the option to issue a refund to a Square gift card or eGift card. Note: Square does not charge load fees when you issue refunds to gift cards. Learn how to issue refund to gift cards.
When you process an exchange, the cart total will either be positive, negative, or even depending on the price of the replacement item.
If the new item is more, you can collect payment with any of the standard payment methods.
If the replacement item is the same price as the returned item, you can process an even exchange.
Processing an exchange may have the following effects on your reporting:
Exchanges won’t reflect on your Square Transfer Summary or on accounting software like Quickbooks.
Your customer’s refund credit is initially drawn from your Square balance. If you don’t have a balance available in your Square account to cover the refund, we debit the remaining amount from your linked bank account.
For information about refund timing, refer to Manage customer refunds.
Process a return or exchange for a previous transaction
From the Square POS app with retail mode enabled or from the Square Retail POS app:
- Open your point of sale app, then tap Transactions.
- Locate the original transaction by either swiping your customer’s card or searching for the receipt number.
- Tap Return or Exchange.
- Select item(s) to restock or Skip this step > tap Next.
- You can either issue a refund or search your item library to add additional items to the cart. The cart amount will automatically adjust, calculating the difference between the original and replacement items.
- Open your point of sale app, tap Customers.
- Find your customer by searching for their name.
- Scroll down to Transactions > tap the transaction to bring up the details page.
- Select Return or Exchange.
- Select item(s) to restock or Skip this step > tap Next.
- Tap Refund or add additional items to update your cart and proceed through the checkout flow.
- Open your point of sale app, then tap Transactions.
- Search the receipt number or full debit/credit card number to find the transaction.
- Tap the transaction you wish to refund.
- Select item(s) to refund > tap Return or Exchange.
- Select item(s) to restock or Skip Restock.
- Tap Add Gift Card or Swipe, then swipe or enter the gift card number.
- Tap Refund.
Store credit refunds aren’t charged load fees. Learn how to set up and order gift cards.
Process an unlinked refund
From the Square POS app with retail mode enabled or from the Square Retail POS app:
Open your point of sale app, then tap Transactions.
Tap Unlinked refund.
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Choose what to refund:
Refund items: search your item library and add the item(s) to refund. Taxes are calculated automatically.
Custom amount: enter the amount you wish to refund and a detailed description of the item.
Tap Next to review the refund summary.
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Choose a refund method and enter details:
Cash
Gift card: swipe or enter the gift card number.
Card: tap, swipe, or insert the customer's card.
Select a reason for the refund in the dropdown menu.
Tap Refund. You will see a confirmation once the refund is processed.
You can issue an unlinked refund from your Square Register, Square Terminal, Square Stand, or iOS device.
Set unlinked refund limits
You can set unlinked refund limits at a Mode level. Go to Settings > Modes > Manage > Payment > Set unlinked refund limits.
View refunds and exchanges
- Sign in to your Square Dashboard and go to Orders & payments (or Invoices & Payments or Payments) > Orders > Transactions.
- Click the All Types drop-down menu and click Refunds or Exchanges.
- Apply additional filters as needed.
- Click the transaction to view the refund reason, amount, date, time, and cashier who processed the refund.