Sometimes you will have an overpayment from a client and the funds are no longer needed, in which case you would issue the client a refund.
Note: These instructions assume that you currently show an overpayment or credit on an existing item or have funds available.
See How Do I Create a Credit for an Item with Payment Attached if this is not the case.
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. (Skip this if refunding funds available)
- Select “Save and Close”
Record a Negative Receipt
- Select Accounting>Select Money In
- Payment Method: Select “Receive & Apply to 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 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