Refunds

Refunds are used to return funds against sales invoices or receive refunds against purchase invoices.

A refund can only be created once a Credit Note exists. After a refund is recorded, you can send a refund advice to your customer.

Overview

Refunds are recorded against Customer or Supplier Accounts and are allocated to credit notes. Each refund includes payment details such as payment type, bank account, and allocation amount.

Create a Refund

1. Open the Supplier or Customer Account and go to the Financial tab.
2. Click Make Refund or Receive Refund.
3. Enter the Date of the refund.
4. Enter the Date Cleared (for example, for cheque payments).
5. Select the Payment Type and add any reference numbers.
6. Select a nominal account flagged as Bank.
7. Enter any bank charges if required.
8. Select the Credit Note to allocate the refund against, and enter the amount refunded.
9. Click Save Changes.

Edit a Refund

1. Open the Supplier or Customer Account and go to the Financial tab.
2. Select the refund Ref number.
3. Update the fields as required and click Save Changes.

Delete a Refund

1. Open the Supplier or Customer Account and go to the Financial tab.
2. Select the refund Ref number.
3. Click Delete Payment.

Print a Refund Advice

1. Open the Customer Account and go to the Financial tab.
2. Click View on the corresponding refund row.
3. The refund advice opens in a new tab. Print using your browser or press CTRL+P.

Email a Refund Advice

When emailing a refund advice, the document is attached as a PDF to a predefined email template. To configure templates, see the System Emails section.

Before sending, ensure the Account includes at least one Contact with a valid email address.

1. Open the Customer Account and go to the Financial tab.
2. Select the refund Ref number.
3. Select the Contact to send the refund advice to.
4. Edit the template if required.
5. Click Send Email.

A record of the email is stored in the Sales Statement on the recipient’s Account.