You can record full or partial refunds on a member's account to balance it out. The article will show you how.
Create a Credit Note
If a payment was made to an invoice, you can create a credit note for it:
- Open the invoice from the member's profile page or by navigating to Billing/Invoices.
- Click on the Credit Note button.
- Review the line items in the window that opens and select the ones that you need to refund.
- Click Add.
- Open the member profile page and navigate to the Invoices section.
- Find the newly generated Credit Note and open it.
Record the Refund
- Click Add Refund.
- Select a Payment method that matches the payment method used to refund the money.
- Set the proper Amount, Reference, and Date of the transaction.
- Click Add.
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:
- Make sure that the invoice you issued has been synced to QuickBooks.
- 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.
- 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.
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 OfficeRnD. 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 in order to prevent it from being synced again.
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.
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