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 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 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.
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