Trade-in requests

A trade-in is a customer offering you something — an old phone, a used machine — in exchange for credit. The document tracks what they asked for, what you decided it was worth, and what you finally gave them.

Where

Sale Transactions → Trade-in Requests

Plan

Professional and above

Permission

Sales → Trade In

Taking the item in

A customer is required — unlike a return or a quotation, there is no walk-in trade-in.

For each item: pick it from your catalogue or just describe it, then record the serial number, quantity, condition (excellent, good, fair, poor, for parts) and the requested value — what the customer is asking for.

Two different values

The requested value is the customer’s asking price and anyone can record it.

The appraised value is your figure, and the fields for it are only visible to someone with the appraisal permission. If you do not have it, you will not see them — and the system would refuse the values even if they were sent.

Working through it

Requested → under appraisal → appraised → accepted → credit issued, with rejected and cancelled as ways out. Each step needs its own permission.

At the appraised step the appraiser enters a value per item and the total is added up from them. Nothing has moved yet.

At accepted you record how the credit will be given and how much. Still nothing has moved.

Issuing the credit

Credit issued is where everything happens at once, and it can only happen once.

1. The item enters stock — if your shop is set up to take trade-ins into inventory. It comes in as a purchase, valued at the appraised amount, which becomes its cost for any future sale. Sellable items go to your trade-in location; items in a condition you cannot sell go to quarantine.

   Items you only described, without picking a catalogue product, receive nothing — there is no product to receive them against.

2. The credit is given. A gift card is issued if that is the mode you chose; otherwise the value is recorded against the customer’s account, or paid out.

3. The ledger is posted at the appraised value. If you credited the customer more than the item was appraised at — a promotional bonus — the extra is recorded separately as a price concession rather than added to the item’s value.

There is no undo

Issuing credit moves stock, issues the credit and posts to the ledger in one step, and there is no reverse action. A good return can be cancelled; a trade-in cannot. Check the appraisal before issuing.

Cash and bank trade-ins are real money going out

Choosing cash or bank transfer as the credit mode is a genuine payment to the customer from your drawer or your account — it is not store credit. It shows in your cash position accordingly.

How the credit reaches a sale

Only through whatever you issued:

• Gift card — the customer presents it at the till like any other gift card.
• Store credit, cash, bank transfer — these record the value but do not create anything the till can redeem directly.

There is no way to attach a trade-in to a specific sale. If you want the customer to spend it with you, issue a gift card.

Things worth knowing

• The item enters stock at the appraised value, not what the customer was told. If appraisal is skipped, it comes in at nothing.
• If someone without appraisal rights edits the items after they were appraised, the stored values are matched back by position. Reordering or removing an item can attach the wrong appraisal to the wrong line. Avoid editing an appraised trade-in.

Related

• Good returns
• Plans and what they unlock — trade-ins need Professional