There are two steps to a client refund:
- Print/Post a check through Money Out
- Record a Negative Receipt
Note: These instructions assume that you currently show an overpayment or credit on an existing item or have funds available that you want to refund the client.
If you want to refund a client for a specific item, first see How Do I Create a Credit for an Item with Payment Attached and follow the steps to create a credit item for the amount you want to refund.
Print/Post a check through Money Out
- Select Accounting
- Select Money Out
- Select Office Payments
- Pay To: is the name of the client you are refunding
- Cash Account: The account the check will be drawn from
- Payment Code: “Manual” or “Print” if you are printing a check
- Description: We recommend putting “Refund” followed by the date
- Select “New Distribution” and select “Suspense” for the Expense Account
- Amount: The amount you are refunding the client.
- Select “Save and Close”
Record a Negative Receipt
- Select Accounting>Select Money In
- Payment Method: Select “Receive & Apply to Items” if you are refunding with credit items. (If refunding Funds Available, choose "Receive Client Payment")
- Received From: Select the Clients Address ID
- Check #: XXXXREFUND (Replace XXXX with your check #)
- Amount: The Amount of the Refund (Negative Amount)
- Description: Refund (your description)
- Cash Account: Select “Suspense”
- Enter the "Amount to Apply" as a negative number to the credit item(s) in section 3. (Skip this if refunding funds available)
- Select “Post Payment”
To check your accuracy:
- Review the balance in your suspense account before and after your steps are complete, it should be the same when you finish as it was when you started
- Confirm your Cash account has decreased by the amount of the refund
- Confirm the Funds Available shows the correct balance