Refunds

Order Refunds - The ordering process does not allow over-payments. If you change an order in such a way as to decrease the total to a value below the deposit accepted, the Refund dialog box displays, allowing you to refund the overpayment.

To issue refunds independently of the ordering process, open the Edit Customer window, select the Service History tab and click the Order Refund button to open the Refund dialog box.

Credit Refunds - Credit refunds are issued against a customer’s outstanding credit balances. During the accounting integration process, existing outstanding credit balances are documented as Credit Memos in QuickBooks and as Credits in the Customer Payment Record in MANAGESM.

To issue credit refunds (payments), open the Edit Customer window, select the Payment Record tab and click Credit Refund to access the Refund dialog box. This button is only available when the customer has a credit balance.

Integrated Accounting - If integrated accounting is activated the refund information is sent to your QuickBooks application. Credit refunds reduce the amount of the Credit Memo that was created for the customer during accounting integration.

To access the refund dialog box:

1. From the Customers window click Edit.

Result: The Edit Customer window displays.

2. Open the appropriate Refund dialog box:

o For order refunds, select the Service History tab and click Order Refund.

 -Or -

o For credit refunds, select the Payment Record tab and click Credit Refund.

Result: A Refund for Invoice or a Refund for Customer dialog box displays.

3. In the Invoice Details section the following fields display as appropriate:

   Customer	The customer’s name.
   Original Invoice Total	This field indicates the original invoice total of the original order.
   Original Credit Balance	This field indicates the credit balance for the customer.
   Refunded Amount	This field indicates the amount already refunded for the order.
   Total Minus Refunds	This field indicates the new total after refunds are subtracted.
   Applied Credits	Amount of the original credit balance that has been applied to orders as deposits. Note: When you create an order and a credit balance exists, you are prompted to apply the amount of the order from the credit balance to the order as a deposit. This is an applied credit. If you later cancel the order, the applied credit balance is returned to the credit balance.

    

4. In the Refund Type area, select Cash, Check, or Credit Card.

5. In the Bank Account field, select the account (from your shops QuickBooks Accounts) from which to deduct the amount. This field is defaulted based on the Refund Type selected.

6. In the Refund Amount field, enter the dollar amount of the refund.

7. Click Submit.

   Result:

• For order refunds, the refund is applied to the customer record and when QuickBooks integration is enabled, a pending check is written to the Registry in QuickBooks.

•  -Or-

• For credit refunds, the refund is applied to the customer record and when QuickBooks integration is enabled, a pending check is written to the Register, a general journal entry is written to debit uncategorized income and to credit the Opening Balance Equity account, and the customer’s credit memo in QuickBooks is reduced by the amount of the refund.

7. Click Close when you are finished.