How to Record a Credit Note Refund

Introduction

You can record full or partial refunds on a member's account to balance it out. The article will show you how.

Contents

Note: Issuing a credit note and recording a refund will not refund the customer. This needs to be done manually on your end via bank transfer/cheque, or through your payment gateway. Flex also lets you issue Stripe refunds.

Create a Credit Note

If a payment was made to an invoice, you can create a credit note for it:

  1. Open the invoice from the member's profile page or by navigating to Billing & Products/Invoices.
  2. Click on the Credit Note button.
  3. Review the line items in the window that opens and select the ones that you need to refund.
  4. Click Add.
  5. Open the member profile page and navigate to the Invoices section.
  6. Find the newly generated Credit Note and open it.

Credit_note.png

Credit_note.png

Tip: If you need to refund a security deposit that's marked as Paid but never invoiced, you can use the Add Credit Note option available from the cogwheel next to the deposit fee in the member's account.

Record the Refund

Note: The QuickBooks integration doesn't support recording refunds for credit notes, please see below what to do in such cases.
  1. Click Add Refund.
  2. Select a Payment method that matches the payment method used to refund the money.
  3. Set the proper AmountReference, and Date of the transaction.
  4. Click Add.

Add_refund.pngRefunds_recorded.png

Note: The credit note will be synced with Xero and QuickBooks, should you have any of those integrations enabled. However, the refund allocation on the credit note can only be synced with Xero.

Recording a refund when using QuickBooks 

The QuickBooks integration does not currently support recording refunds in credit notes. If a credit note has a refund recorded in it, syncing that credit note will return an error and the refund will not be synced to QuickBooks.

As a workaround, you can do the following:

  1. Make sure that the invoice you issued has been synced to QuickBooks.
  2. Issue a Refund Receipt in QuickBooks in order to record the refund for the customer.
    Make sure to copy the number of the refund receipt so that you can use it to create a credit note in OfficeRnD.
  3. You can then create a credit note in OfficeRND and record a refund as per the steps above.
    Make sure to use the same number for the credit note as the one you used for the refund receipt in QuickBooks.

Refund_receipt.png

Note: Depending on the sync behavior of your QuickBooks integration, you may have to remove the credit note that OfficeRND creates in QuickBooks upon syncing.

Sync automatically on create/update

A credit note will be created in QuickBooks. You should remove or void it so it doesn't duplicate with the refund receipt that you created earlier. After you remove the credit note in QuickBooks, you can go back to OfficeRnD and disable the Enable Sync checkbox for this credit note to prevent it from being synced again to QuickBooks.

Sync manually

Unless you manually sync the credit note that you created, the credit note will not automatically appear in QuickBooks.
You can disable the Enable Sync option to make sure the credit note doesn't get synced to QuickBooks.

After following all the steps, everything should be reconciled in both systems - there should be a credit note in OfficeRnD and a Refund Receipt in QuickBooks.

Record a refund in Stripe

Click here to read an article on recording refunds in Stripe.

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