This article follows up on the article Exchanges and starts at the moment you approve an exchange. It describes how the replacement order is created in Shoptet, how the surcharge is calculated, and how the accounting documents fit together.

In Settings → Exchanges you choose the Automation scope, how far Retino goes on its own after the approval:

Without an invoice for the original order, the replacement order cannot be created. The exchange card alerts you to the missing invoice.

The surcharge is the price of the new goods with shipping and a possible payment fee, minus the credit for the returned goods. The credit is the price the customer originally paid.

An example: the customer returns shoes worth CZK 2,490 and the shipping of the new goods costs CZK 99.

The credit is offset at most up to the value of the replacement order. Whatever doesn't fit into it becomes an overpayment you refund to the customer. The new goods are charged at their current catalog price. Retino verifies it directly in the shop before creating the order. It rounds the resulting surcharge according to the currency rounding settings in your Shoptet.

The customer has 5 days by default to pay the surcharge. You change the number of days in the exchange settings, in the Surcharge due section. Retino recognises the payment from the order status in Shoptet.

When the deadline passes without payment, Retino cancels the order, the exchange moves to the Cancelled state, and the ticket continues as a regular return. You return the whole credit to the customer with a refund.

An overpayment arises when the replacement is cheaper than the returned goods. Retino keeps it on the exchange card and, once the documents are finished, offers the Create refund button. You can return it as money or as a voucher. The refund cannot be created before the documents are finished. The credit note has to correct the original sale first.

With the Accounting documents scope, three documents that fit together are created for the exchange. We'll show them on the example with the 3,290 Kč jacket from the table above.

You issue the credit note for the returned goods (2,490 Kč in the example) from the exchange card with the Issue credit note button. The form is pre-filled and Retino makes sure the lines match the returned items exactly. You'll find more about credit notes in the article Credit notes.

The replacement order contains a Return settlement – invoice <number> line - a negative item with a zero VAT rate in the amount of the offset credit. Thanks to it, only the surcharge remains to be paid.

The invoice, however, is issued by Retino without this line, for the full price of the goods: 3,389 Kč in the example. The offset on the invoice is covered by a proof of payment for 2,490 Kč with the text Credit note <number> – Retino exchange <ticket code>. Exactly the 899 Kč surcharge remains to be paid on the invoice.

The credit note returns the tax from the original sale, the invoice taxes the new sale in full, and the offset between them is backed by the proof of payment.

If the credit note cannot be created, the exchange card shows the error and the exchange stays in the Awaiting documents state. Fix the cause in the source system and issue the credit note again. A credit note issued outside Retino is confirmed with Mark as issued outside Retino. The exchange then continues.

Between the exchange draft and the arrival of the return, the last piece can sell out. The Reserve stock on draft option prevents that. Right when the draft is created, it creates a silent order in Shoptet that holds the goods. The customer doesn't know about it, no email is sent to them.

When the order is created, the reservation turns into the replacement order and only then does the customer get an email. An unprocessed draft holds the goods for 14 days. Then Retino releases the reservation and creates it again on approval.