Payments, Credits, Refunds, Receipts

Proper Refunding

Proper Refunding

Postby mtbitt » Fri Feb 19, 2010 9:24 am

I have been looking around on here and have not found a concrete answer.

I had a long time customer today that was charged again for a service that was performed not too long ago, and wanted me to take care of him. No problem, I was not aware the service was repeated(a coolant flush), our new guy did it, and I told him it was ok, cause I was busy and did nto take the time to look up the history of the care.

I started a new invoice and entered the refunded parts and labor as a 'minus' amount. On the invoice, sales tax, labor and parts show up as a negative amount. I cut him a refund check, when I go to post the invoice, it asks if I want to apply the amount as a credit, if I answer no, it will not post, yes makes a credit, which is easy enough to remove on customer screen.

My problem is, what report will show a refunded amount for our records?

Thank you! Mark :?
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Re: Proper Refunding

Postby steven kiser » Sat Feb 20, 2010 2:48 am

i'd like to see the answer to this one as well. usually i just cut a check and reopen the order and add a note with the check # on it.
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Re: Proper Refunding

Postby timbre4 » Sat Feb 20, 2010 8:20 am

Oddly enough, search on 'refund' nets Tina's (fortknoxx) definitive text March 13th, 2009:

viewtopic.php?f=28&t=4978&p=35668&hilit=refund#p35668

if you type "refund" in the search box, you will get results with any post with the word refund in it. look to the right for the topic name and catagory. i believe this is what you are looking for. i have copied and pasted it here for you. if you are unsure please call me and i will walk you thru it

for counter sale
open a new 3 tab invoice.
enter info with neg qty for parts,
hit pay
choose cc method
enter - amount -123.45
pay
post

for ro
open new 5 tab invoice
enter neg $ for labor. -125.00
if parts are involved enter neg qty
convert to invoice
hit options
hit apply payments
choose cc method
enter neg amount -125.00 or what ever it is
hit pay
hit post

you need a paper trail.
i created a pn and catagory as refund. this way when looking in history with catagory it will show when a refund was made at a glance.

sales tax was already collected on orig invoice. if it was made in a prev quarter or month. it might have already been paid. if you tinker with a posted order it will mess up all prev data. just create a new one with a paper trail.
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Re: Proper Refunding

Postby mtbitt » Sun Feb 21, 2010 2:31 pm

Ok, saw that and tried it on Friday bdfore I posted original question, but will run through it on Monday when I get it. First time I tried it, no negative amount showed on end of day reports.

Thanks, Mark
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Re: Proper Refunding

Postby mtbitt » Mon Feb 22, 2010 12:30 pm

OK, I figured out what a I had done wrong originally.

When entering the payment, I did not enter anything and it came up as a credit. So I entered the negative amount as a check payment, then put "Refund and check number" in the check/reference space.

Now my Cash reciepts by payment type has this negative amount shown.

Thanks, Mark
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Re: Proper Refunding

Postby timbre4 » Mon Feb 22, 2010 12:46 pm

Glad to hear it; those little details make all the difference.
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Re: Proper Refunding

Postby fortknoxx » Wed Feb 24, 2010 8:11 am

When I issue a refund by check, I pay the invoice as cash with "refund check #" in the check / ref field. then make a seperate cash deposit in the bank for the refund check. if you pay it as a check it will show up as a neg check amount on the cash recpts report. it just makes for less confusion when doing EOD paperwork. :D
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