Client Refund

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

  1. Head to Accounting > Money Out > Office Payments
  2. Pay To: the name of the client you are refunding
  3. Cash Account: the account the check will be drawn from
  4. Payment Code: manual or print if you are printing a check
  5. Description: we recommend putting Refund followed by the date
  6. Click New Distribution
  7. Select Suspense for the Expense Account
  8. Amount: The amount you are refunding the client
  9. Click Save and Close
  10. Head back to Accounting > Money Out
  11. Filter for the Cash Account used in Step 3
  12. Post Manual


Record a Negative Receipt

  1. Head to Accounting > Money In
  2. Payment Method: From the dropdown, select Receive & Apply to Items if you are refunding with credit items. (If refunding Funds Available, choose Receive Client Payment)
  3. Received From: Select the Client Address ID
  4. Check #: XXXXREFUND (Replace XXXX with your check #)
  5. Amount: The amount of the Refund (Negative Amount)
  6. Description: Refund (your description)
  7. Cash Account: Select Suspense
  8. Enter the Amount to Apply as a negative number to the credit item(s) in section 3; skip this if refunding Funds Available
  9. Click Post Payment

To check your accuracy:

  1. 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
  2. Confirm your Cash account has decreased by the amount of the refund
  3. Confirm the Funds Available shows the correct balance