Refunds
Order Refunds
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The ordering process does not allow over-payments.
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If you change an order and the new total is less that the deposit amount, the Refund box displays, allowing you to refund the overpayment.
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To issue refunds that aren't related to the ordering process, open the Edit Customer window >> select the Service History tab >> click the Order Refund button >> the Refund box opens.
Credit Refunds
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Credit refunds are issued against a customer’s outstanding credit balances.
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During the accounting integration process, existing outstanding credit balances are documented as Credit Memos in QuickBooks and as Credits in the Customer Payment Record in ALLDATA® ManageSM .
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To issue credit refunds (payments), open the Edit Customer window >> select the Payment Record tab >> click Credit Refund to access the Refund dialog box.
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Note: This button is only available when the customer has a credit balance.
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Integrated Accounting
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If Integrated Accounting is activated the refund information is sent to your QuickBooks application.
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Credit Refunds reduce the amount of the Credit Memo that was created for the customer during accounting integration.
To process a refund:
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From the Customers window, click Edit.
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Result: The Edit Customer window displays.
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Open the appropriate Refund dialog box:
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For order refunds, select the Service History tab and click Order Refund.
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For credit refunds, select the Payment Record tab and click Credit Refund.
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Result: A Refund For Invoice or a Refund For Customer dialog box displays.
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In the Invoice Details section the following fields display as appropriate:
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Customer: The customer’s name.
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Original Invoice Total: The original invoice total of the original order.
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Original Credit Balance: The credit balance for the customer.
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Refunded Amount: The amount already refunded for the order.
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Total Minus Refunds: The new total after refunds are subtracted.
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Applied Credits: Amount of the original credit balance that has been applied to orders as deposits.
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When you create an order and a credit balance exists, you are prompted to apply the amount of the order from the credit balance to the order as a deposit.
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This is an applied credit. If you later cancel the order, the applied credit balance is returned to the credit balance.
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In the Refund Type area, select Cash, Check, or Credit Card.
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In the Bank Account field, select the account (from your shop's QuickBooks Accounts) from which to deduct the amount.
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This field is defaulted based on the Refund Type selected.
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In the Refund Amount field, enter the dollar amount of the refund.
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Click Submit.
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Result:
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For order refunds, the refund is applied to the customer record.
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When QuickBooks integration is enabled, a pending check is written to the Registry in QuickBooks.
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For credit refunds, the refund is applied to the customer record.
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When QuickBooks integration is enabled:
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A pending check is written to the Register.
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A general journal entry is written to debit uncategorized income and to credit the Opening Balance Equity account.
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The customer’s credit memo in QuickBooks is reduced by the amount of the refund.
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Click Close when you are finished.