Overview
Credit card refunds can be done from a credit memo ONLY. It is not possible to refund unapplied cash back to a credit card. The steps below walk through creating and applying the refund using a credit memo.
Creating a Refund from a Credit Card
Steps to create a refund:
- Open the customer explorer of the customer for whom you wish to generate a refund.
- Click on Credit Memos – New Credit Memo
- Select the site the credit memo will be for and fill out all information.
- Make sure to select Either Customer Refund or EFT ACH Return or similar pass-through GL Account and fill in the information about why doing the credit memo in the bottom left corner – then click on the Save button.
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The credit memo is now available in the Credit Memo area on the customer tree and available in the main overview of the customer
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Now the credit memo can be used as a refund back to the CC/ACH. Go to the Selecting an Unapplied Credit Memo for Refund section
Selecting an Unapplied Credit Memo for Refund
Credit card refunds may be performed from a credit memo.
Steps to apply the credit memo for CC refund:
- Open the customer explorer of the customer for whom you wish to generate a refund.
- From the grid of the customer explorer, highlight the Unapplied Credit that you want to use for the refund. Right-click and select the Refund to CC/ACH option.
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When the Select Payment Type window opens, fill in the Refund Amount – Select the Credit Card to refund from dropdown – Click on Refund
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A confirmation message will appear asking the user to designate their intention to process the refund to the credit card selected. Press the Yes button if this is the correct credit card.
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The Refund Completed window will open acknowledging the amount that was refunded to the customer – Click on the OK button
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To see the refund: Click on EFT Transactions – Click on CC – And click on the Refund Tab. The transaction should be shown in the tab. Will also show the GL account the refund is associated with.
Removing the Unapplied Cash
Once the refund has been processed, now you will need to remove the Unapplied Cash.
Steps to remove unapplied cash:
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Right-click on the Unapplied Cash in Open credits – Select Apply
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When the window opens – click on the Other tab – Select the GL Account for customer refunds or the one selected in the Credit Memo above – select the category code – fill in the amount – Add memo – Click on the Save button
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All credits are now assigned to the correct places
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The activity ledger for the customer now shows all monies incorrect accounts and customer balance due to the correct
