When a refund check clears the bank, you should update its status in CRO Billing to Cleared. This keeps the refund register accurate and ensures the Pending Refunds count on the Receivables page only reflects refunds that are still outstanding. Marking a refund as cleared is typically done during bank reconciliation when you confirm the check has posted to your account.
Steps
1. Go to Receivables. Click Receivables in the left sidebar.
2. Open the Refunds tab. Click the Refunds tab. The refund register will load showing all refunds with their current status.
3. Find the refund. Locate the refund you want to mark as cleared. You can use the search bar to find it by customer name, or use the Status filter to show only refunds with a status of Issued — these are the ones still pending clearance.
📸 Screenshot suggestion: The Refunds tab with the Status filter applied to show only Issued refunds, making it easier to find outstanding items.
4. Open the three-dot menu. Click the ⋯ menu on the right side of the refund row.
5. Select Mark as Cleared. Click Mark as Cleared. The status updates to Cleared immediately. No confirmation dialog is shown — the change takes effect right away.
📸 Screenshot suggestion: The three-dot menu open on an Issued refund row showing the Mark as Cleared and Void refund options.
6. Confirm the status update. The refund row will now show Cleared in the status column. The Pending Refunds KPI count on the Receivables page will decrease by one.
💡 Note: Once a refund is marked as Cleared, the Mark as Cleared option will no longer appear in its three-dot menu. Only the Void refund option will remain. If you marked a refund as cleared by mistake, contact your administrator.
⚠️ Warning: Clearing a refund in CRO Billing is a status update — it does not automatically reconcile anything in your accounting software. Make sure to account for cleared refunds as part of your normal bank reconciliation process.