You can record full or partial refunds on a member's account. This balances the customer account.
What you'll need:
Refund the payment
Important: Before you record the refund, make sure to issue the refund from the payment gateway that was used to process the transaction.
Create a Credit Note
If the payment was allocated to an invoice, open the invoice view and follow these steps.
- Click on the Credit Note button.
- Review the line items and select the ones that are refunded.
- Click Add.
- Open the member profile page and navigate to the Invoices section.
- 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.
- 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.
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 doesn't support recording refunds in credit notes. Because of that if a credit note has a refund recorded to it, when you to sync the system will display an error.
As a workaround you can do the following:
- Make sure that the invoice you've 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 as per this article and then allocate it to the appropriate invoice.
Make sure to use the same number for the credit note as the one that you used for the refund receipt in QuickBooks.
- When you try to sync the credit note the sync will display an error that there's already an existing document with that number, you can go ahead and "Disconnect" the credit note from QuickBooks.
- You can then Disconnect the invoice from QuickBooks as well so that a sync error doesn't appear because of the allocation.
After following all those steps everything should be reconciled in both systems.