Setup Example – Customer Refunds
- Customer Refunds record bank payments to customers, to refund an accidental overpayment or a deposit if the sale was cancelled.
- Before you refund an overpayment, check that it is genuine: requests to refund an accidental overpayment are a common scam.
- In this example, the customer is debited and the bank account is credited (Dr Customer, Cr Bank).
💡This page provides an example of a Transaction Type setup for Customer Refunds.
Header
- Description: Customer Refunds
- Code: CUS REF
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise Customer Refunds.
- Settings with Default as part of the name can be changed when capturing a transaction.
| Setting | Description | Value | When Required |
|---|---|---|---|
| Accounting > Credit Account Filter (Enter string contained in Accounts > Lookup) | Limits the accounts that can be selected to those that include the letters entered. The filter is case-insensitive. | Bank | If you want to limit the accounts that can be selected. Requires all your bank accounts to include the word Bank in the lookup field. |
| Accounting > Credit Type | Select from a dropdown list of account types. The options are:
| Ledger | Always |
| Accounting > Debit Type | Select from a dropdown list of account types. The options are:
| Customer | Always |
| Accounting > Default – Credit Account | Select a default account from the dropdown list. | Bank – FNB 22886552214 | If you want to specify the bank account that is selected by default. |
| Accounting > Enable Accounting | A checkbox. If checked, accounting is enabled. If unchecked, transactions are created in the module and not posted to the ledger. | Check the box. | Always |
| Accounting > Pricing | Select a pricing option from the dropdown list:
| Accounting | Always |
| Accounting > Update Bank | Specifies how to treat entries imported from a bank statement:
| Credit | If you use Bank Imports to match the refunds to your bank statements. |
| General > Enable Company | Select what type of company should be in the header:
| Customers (All) | Always |
| General > Enable Entities | Select an option from this list:
| Branch | If you allocate transactions to branches. |
Statuses (tab)
- You may create an unlimited number of statuses.
- However, there are only four Status Groups:
- Pending
- Active
- Complete
- Cancelled
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Use categories to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another Transaction Type. The existing categories are replaced by the copied categories.
This example has no categories. If you want to sort your Customer Refunds (e.g. by reason, such as overpayment, cancelled order or returned goods), create your own categories. Customer Refunds are created by copying Customer Receipts, and the category is copied with them. You can change the category on a copied transaction, but it is easy to forget, so it is best to use the same categories as the Transaction Type they are copied from. See Transaction Categories Tutorials.
Copy Rules (tab)
- Copy Rules determine when transactions may be copied.
- Although two transactions are involved in the copy, you only need to create one Copy Rule.
- User access must be set for each Copy Rule.
- You can automate copying transactions by selecting a Trigger status.
No Copy Rules.
Output Templates (tab)
- Output Templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included. They automatically show your company name, logo and bank details, as filled in on the Output tab of a registered entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
No default templates. If you want to print or email these transactions, you can create your own templates (see Output Template Tutorials) or contact QuickEasy Support to create templates for you.