Phoenix - User Help

If a customer has returned goods you will then need to raise a Credit Note to cover the returned goods.    

Upon saving a Credit Note transaction, unapplied amounts are saved as an available credit for the account.  The available credit from a saved credit note may then be applied to unpaid or part-paid invoices for the account.  

Applying Credit Note amounts to invoices may be done via either the Apply button on a saved Credit Note or  the Apply button on a saved invoice.  See also: Applying Payments to Invoices

If the customer has already paid for the returned goods and requires a cash refund, you would then enter a “Refund” payment to refund the money to the customer.

If a customer has paid more than was invoiced, thus putting their account into credit, you need to enter a “Refund” transaction to refund the money to the customer.

The “Refund” transaction would normally be entered by linking or transferring from a bank account.  A cheque or withdrawal transaction would be entered in a bank account to make the payment and the entry should be linked to the customer account, choosing the “Refund” transaction type. See Linking and Transferring for more details on how to do this.

The transaction can be entered through the Customer Activity View as a “Refund”.  The details are entered in much the same way as an invoice but is then linked or transferred back to the bank account as a cheque or withdrawal transaction.  Printing a Refund transaction produces a “Refund Payment Notice”.

Refunds made must be funded by a credit amount. The credit amount may be from:

•a Credit Note. e.g. goods returned, or,

•an unapplied payment amount, e.g. an overpayment.

Applying the credit amount to fund the refund is done via the Apply Payments form.

The Apply Payments form is displayed automatically on save of a new refund transaction or displayed by clicking the Apply button on the transaction entry form.