Refund Records

To view a refund record, open the client's record and select it in the list under Activity. The Overview, Distributions, and Applications tabs display for you to view and edit additional info. You can also delete the refund and edit it if necessary.

• Add payments and credits — To apply a payment or credit to the refund, select Add payments and credits. From the list of transactions, select the checkbox next to transactions to apply to the refund, then select Save. From the refund record, make sure the status displays the correct applied amount and balance. From the Applications tab, you can also view the transactions you applied.

  To automatically apply the payment or credit to the refund in the first row, select Apply automatically. If the amount exceeds the refund amount, the payment or credit is deducted from subsequent rows until the balance is $0.

  Note: The ability to apply applications for posted transactions is in Limited Availability (LA) for some of our customers. Look for full support and general availability in a future release.

  Note: In a future release, you'll be able to add applications for third-party billing.

• Unapply all — To remove all payments and credits for the refund, select Unapply all. On the Applications tab, the transactions are removed and the Overview tab displays the updated applied amount and balance.

  Tip: Unapply all doesn't display when payments and credits have been applied to the refund.

• Adjust — To adjust a posted refund, select Adjust. Enter the adjustment details, including the new date and reason, then save.

  Tip: Make an adjustment to a refund when you need to reverse an incorrect post and add a new one with new distributions. If the refund hasn't posted, select Edit to instead make changes to the refund record.

  When adjusting a refund:

  • You must have applicable permissions.

  • The refund's status must be Posted.

  • You can only make an adjustment when all other adjustments have posted for the refund.

  • You can delete an adjustment if it hasn't posted.

  • You can't adjust a refund with a Sales tax billing item.

  • You can't adjust a refund with an application. You must remove the applications, adjust the refund, and then apply applications again.

• Delete — Delete a refund when it was added inadvertently or no longer needed.

  Tip: If a refund has unposted adjustments, you must post them first before deleting.

  • Unposted refund — To delete a refund you no longer need, select Delete. The refund is removed and no longer associated with the client.

  • Posted refund — To reverse (or refund) a posted refund, select Delete. After confirming, enter a reversal date for the journal entry that automatically generates the next time you post. To complete the changes, select Save.

    When deleting a posted refund:

    • You must have applicable permissions.

    • You can edit the reversal date before posting the reversal.

• Overview — Review info about the refund's balance, date, notes, and who last changed the credit. You can also add custom fields for the refund. For more details, see Custom Fields.

• Distributions — Distributions determine the amounts to allocate to accounts and projects for the refund. For details about distributions, see Distributions.

• Applications — Review applications to confirm the payments and credits for the refund, as well as the unapplied balance. To open the payment or credit, select it under Transaction.