Refunds

Refund

The Refund function allows you to return unallocated payments or credits to customers. The customer’s account balance is adjusted immediately and the refund will appear in the customer’s next invoice.

To Create a Refund

1. Select Finance > Accounts Receivable > Refund from the Menu. The Refund Customer Search list page will appear showing all customers with an account balance in credit and accounts with an unallocated payment.
2. Locate the required customer in the list.
3. Click the Refund link in the Action column of the required customer. The Refund page will appear showing a list of all credit transactions, or journal entries for the selected customer.
4. Enter the refund amount in the Total (Inc Tax) field.
5. Tick the Auto Allocate check box to prompt the system to automatically allocate the refund against the journal entries. The system will allocate the refund against the oldest journal entry, and so on, until the total refund amount is fully allocated.
6. Alternately, clear the Auto Allocate check box to manually assign the credit amount against the required journal entry(ies). Enter the amount(s) in the Allocated Amount field beside each journal entry as required.
7. Enter the Refund Reference. This will appear on the customer’s invoice.
8. Select the Refund Type from the drop list. Options include: Misc (miscellaneous), Account Closure, Overpayment, and Marketing.
9. Enter the Refund Date. A Calendar tool will appear to allow you to select the required date.
10. Enter any notes or other details in the Refund Note field.
11. Select the Refund Payment Method from the drop list. Options available include: Agent Collected, Australia Post Bill Pay, Bpay, Cash, Cheque, Credit Card, Direct Debit, Direct Deposit, EFTPOS, EFT, Money Order, Pay By Phone, and PayPal.
12. Click the Refund button. The Refund Customer List page will appear with an information box showing the refund has been issued to the account.

    The system will record the refund against the selected account, update the account balance, and create a transaction in the ledger.

See also

• Payments
• Credits
• Write offs
• Invoicing