How to Record a Refund

You can record full or partial refunds on a member's account. This balances the customer account.

Table of Contents

Note: Issuing a credit note and recording a refund will not refund the customer - this has to be done manually on your end via bank transfer/cheque or through your payment and gateway.

Create a Credit Note

If payment was made to an invoice, you can create a credit note for that payment from the invoice's page.

  1. Click on the Credit Note button.
  2. Review the line items in the window that opens and select the ones that you need to refund.
  3. Click Add.
  4. Open the member profile page and navigate to the Invoices section.
  5. Find the newly generated Credit Note and open it.
TIP: If you need to refund a security deposit, that is marked as Paid, but was never invoiced, you can use the Add Credit Note option available through the cogwheel next to the deposit fee in the member 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.
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've 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 that you used for the refund receipt in QuickBooks.

    Note: Depending on the sync behavior of your QuickBooks integration you might 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 OfficeRND - you should remove/void it so that 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 in order to prevent it from being synced again.

Sync manually

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

 

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

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