The account transaction screen allows you to view all of a customer's charges and payments, track how payments were applied, and enter new charges, payments, or refunds.
Transaction Tools:
To the right of each transaction, you will see an arrow, click the pull-down and you will see available functions for the transaction. The tools available vary by transaction type. We'll cover them here:
Apply/Unapply - These options allow you to pair or unpair a payment and charge. The option will change based on the status of the payment.
Refund - This option allows you to refund that specific payment.
Receipt - Use this option to print or email a receipt to your customer.
Details - The details section allows you to view the transaction pair, the time and date the transaction was entered, and the user who entered it.
Viewing Deleted Transactions - This function, located above the transactions grid under filter options, allows you to view any charge or payment that has been deleted from the account. Once displayed, you can click on details to see which user deleted the transaction and when it was done. For a complete list of Deleted Transactions, go to Reports. Select Financial Reports and then Payments. Choose the bottom report titled "Deleted Transaction."
Filtering Options:
The transaction allows you to filter the displayed transactions by date. Meaning you can choose a date range of transactions that will appear on the screen.
When filtered by date, you will be presented with the total account balance and a breakdown of the transactions shown. If there is an unpaid charge or credit outside of the range of transactions shown, the balance may not match.
After choosing the dates, click the Save changes.
You may also filter the transactions by Type. Using this option allows you only to display Charges, Credits, Payments, or Refunds.
Transaction Type:
In the type column for each transaction, you will see a three-letter code. The meaning of each letter is as follows:
First Letter
P - Payment
C - Charge
R - Refund
Second Letter
For Payments & Refunds
C - Check
V - Visa
M - Mastercard
X - American Express
D - Discover
O - Other
$ - Cash
For Charges
M - Miscellaneous
R - Registration
T - Tuition
C - Costume
L - Late Fee
Third Letter
P- transaction has been transferred, or posted, to the QuickBooks file.
N - transaction has not been transferred to the QuickBooks file.
Examples of Refund Transaction Codes
R$N Code: Indicates a cash refund, meaning the refunded amount has been issued directly in cash rather than credited back to a card used for the transaction.
RMN Code: Stands for Refund Mastercard, describing a refund sent back to the original Mastercard used for the purchase.