Refund and Overpayment

To access this screen go to Transactions > Sales > Refund/Overpayment

To see all your customers untick the Show customers with credit on account and click the Search button. 

There are two actions you can perform on customers:

• Record an overpayment if they have paid too much for a sales invoice or transferred money to your account accidentally
• Issue a refund if they have credit on their account

Search for a customer

If the customer is not shown on screen then you can search for them by entering their Code, Full name or Postcode. Don't forget to click the Search button to action the search.

Record an Overpayment for a customer

1. From the Actions menu associated with the customer choose Record Overpayment
2. On the following screen record the Amount Received, the Bank account the money was received into and the reference
3. Choose the 0% VAT code to put the overpayment against
4. Click Record to complete the action
5. The amount will now be added to the customer account
6. You can attach a file to the refund using the paperclip in the top right-hand corner 

Issue a Refund

Refunds can only be issued to customers who are in credit.

1. From the Action menu select Issue Refund
2.  On the next screen select the Bank Account to issue the refund from and enter a Reference
3.  If required change the Payment Type (this will default to the payment type in the customer record)
4. Click Record to record the refund
5. Depending on the payment type the refund may be added to the Cheque run or BACs run.
6. You can attach a file to the refund using the paperclip in the top right-hand corner 

Note that you may only refund the whole of the credit amount. It is a good idea to ensure that there are no invoices to create against the customer before issuing the refund.

Note that you are not able to carry over a customer's balance on account from one financial year to the other. If any customer has a balance on account at year-end, you will be unable to proceed with year-end until a refund has been issued. The following warning message will appear on the Year End process window.