Recording a Customer Refund

Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.

If your establishment/organisation has received a payment from a customer that has to be refunded, for example, as a result of an over-payment, in error, or if they have been unable to fulfil an order, etc. you may issue a refund directly to the bank account from which the payment originated using a Bank Transfer (BACS). Alternatively, if the customer has a sales account on the Sales ledger, a purchase invoice credit note can be issued that can be used against future purchases.

If a credit note is to be issued to the customer, please see Recording Sales Credit Notes.

Recording a customer refund consists of the following:

Selecting the Required Document Input Form

Recording the Refund

Selecting the Required Document Input Form

Firstly, to record a refund, you need to select the applicable document input form, based on the type of payment that was made.

1. Select Documents, then select Document Input from the menu.
   

2. The Document Input dialog is displayed. Select Drill (...) in Document type, then double-select to select PYEL - Electronics Payments (Non BACS) from the Select a document type dialog.

   If the refund is for a cheque, select PCQ - Cheque Payments.

   
   
   

3. Next, select Drill (...) in Input form, then double-select to select Debtor Refund from the Select an input form dialog.
   
   

4. The Number defaults to the next number in the sequence for the selected document type.

5. The Date defaults to the current date and can be changed by selecting the down arrow and selecting the required date from the calendar. The date must be the same as the date the refund was issued. The Period field defaults to the current accounting period and can be changed by selecting Drill (...) in Period, then double-selecting to select the required period from the Select a period dialog. The period needs to be the accounting period in which the refund was received. If the required accounting period is now closed and no longer available, select the next open accounting period. Select OK to confirm your selections.
   

Recording the Refund

1. The Debtor Refund document input form is displayed populated with the details entered in the Document Input dialog.
   

2. Double-select in Bank, then double-select to select the required bank account from the Select account dialog.
   

3. Next, select the Debtor Type. Then select the customer that received the refund. Double-select in Debtor, then double-select to select the required customer from the Select account dialog.