Sales refunds happen when a product is given back to the seller for a refund usually due to a defect or malfunction. Sales returns reduce a seller's revenue and may also reduce a salesperson's commission.
Follow the below steps to record a sales refund.
1. Go to Sales -> Refunds -> +New
2. A new refund window appears as per below.
Customer | Select Customer. You can choose to create a new customer or select the existing customer. |
Date | Select a refund date. Note: The default date is the Current Day. |
Currency | Select Currency. Note: The default currency is Malaysian Ringgit (MYR). |
Pay From | Choose an account the Pay From. You can choose an existing account or +Add Account. |
No. | Key in own Refund No. or the system will autogenerate it. Note: Turn on Custom Numbering in the Company Settings > Number Formats to override the auto-numbering. |
References No | Key in a References No. if any. *(Optional) |
Payment Method | Select Payment Method. You can choose an existing payment method or +Add Item. |
Tags | Add Tags for your transaction if any. *(Optional) |
3. Scroll down to Refunds Credits.
Tick the transaction you wish to make a refund.
Note: A list of outstanding Credit notes and payments will appear under Refunds Credits.
4. The Apply Amount will automatically be filled for you. You can update the amount if needed.
Note: Apply amount cannot be more than the outstanding amount.
5. Key in notes under Remarks for your customer. Refer to Styling Guide
Note: Remarks will be auto-filled if you have set a default remarks under the Company setting.
6. Write a Description. *(Optional)
Note: The transaction description will be appearing on the Reports.
7. Attach Files to the transaction, either select the existing files or upload a new file.
8. Once the file is uploaded, tick Shared if the file needs to be shared with the contact.
9. Tick Send Email to send the document immediately upon saving.
10. Click Save to save the transaction in the system. You can save by Draft or Ready.
11. Review the Email To.
Note: Email To will be auto-filled if you have set the email address in Contacts.
12. Review/Update the email Subject.
13. Type a Personal Message for the Email. *(Optional)
14. Select the Form Design.
15. Once done, click on Save & Send.