To refund deposits on canceled sales orders or per customer request for payment on a credit on their account, you can issue a non vendor check. Before you print a check in these situations, however, you must adjust the point of sale order for the deposit and the Cash Receipts Posting for the credit invoice.
Before you refund a customer's deposit on a Point of Sale order, adjust the order to close it out from the customer's account.
- Open the order: Go to Sales > Order > Sales Order.
- Click Edit.
- Bring the order balance to zero in order to close it out:
- Click the Details tab and change all backordered items to zero.
- Click the Final tab. Under Order Totals, click Misc Charge and enter the code for Point of Sale refunds, then type the total amount of the order as a negative, ex. -100.00, and leave the Tx? check box cleared. Click Save.
The order Total should now be zero, and the order is closed, enabling you to print a refund check for the customer.
Before you print a check for a credit invoice, you need to remove the credit from the customer's account through Cash Receipts posting.
- Go to Accounting > Accounts Receivable > Cash Receipts Posting.
- In the Customer box, type or search for the customer whom you need to credit,
- The grid displays the negative invoice with the customer's credit. Select that invoice.
- At the top of the screen, type a Check Number that will help you identify this transaction as a credit payment, such as using the invoice number as part of the check number. In the Amount box, type 0.
- To make the balance of the invoice zero, click the Adjustment button at the bottom left of the screen. Type the dollar amount of the adjustment as a positive number. In the Adj G/L box, type or search for the General Ledger account to apply the adjustment to (usually an expense account).
The Balance field in the grid displays zero and the Balance Left also equals zero.
- Click Save.
You can now Print a Refund Check for the Customer.
If you enter a customer who has an open batch, a Cash Receipts Batch Payments screen will open. Click New in this screen.
You can print the refund check as described in Print a non-vendor check. Keep the following tips in mind:
- You may want to reference the order number in the Message on Check field so that you and the customer know the reason for the check, ex. Refund for Order #210001.
- Use the same General Ledger account that is linked to either the miscellaneous charge that you entered for the Sales Order (for a deposit refund) or the adjustment entered for the Cash Receipts Posting (for a credit invoice).