Make a cash refund on credit notes, prepayments and overpayments
You can record full or part cash refunds on customer or supplier credit notes, overpayments and prepayments that have an Awaiting Payment status. You can also refund a credit note by check.
Find a credit note, prepayment or overpayment
In the Accounts menu, select either Sales, or Purchases.
Click Awaiting Payment.
Open the transaction you wish to record a cash refund.
Credit notes display a CR icon:
Prepayments display a PP icon:
Overpayments display an OP icon:
You can also access a credit note, prepayment or overpayment from some transaction reports or customer statements. Access prepayments or overpayments from the link in the relevant spend or receive money transaction.
Make a cash refund
From the credit note, prepayment, or overpayment, scroll down to Make a cash refund and complete the fields. Tick Pay by check if applicable.
Click Add Refund.
After you've entered cash refund details on an Awaiting Payment credit note, prepayment or overpayment:
- A payment transaction creates for the refund in the bank account.
- The status of the credit note, prepayment or overpayment will change to Paid (if fully refunded.) View the changes for the credit note in History & Notes.
Cash refund fields
The date on which you made or received the cash refund or part refund.
|Paid To or Paid From|
Enter a payment reference if required.
|Pay by check|
Select this checkbox if you are going to pay the refund by check.
View a partial refund
Credit notes, overpayments and prepayments with partial refunds (ie have an amount outstanding) are found on the Awaiting Payment tab. The amount refunded shows as Paid and remaining credit shows as Due.
Click on the credit note to see the details of cash refunds applied to it.
Edit a refunded credit note, overpayment, or prepayment
You cannot edit any part of a credit note once it has been refunded (or partly refunded), except for the tracking category and account it has been assigned to. You cannot delete a credit note once it's been paid either, but you can delete the refund.
Overpayments and prepayments also have limitations in what you can edit once they've been refunded.
If you have entered a cash refund in error or need to make changes to the original transaction, delete the payment from the list of transactions in the relevant bank account (or via the Cash Refund link from the transaction in Sales or Purchases). This returns the the invoice or bill to the Awaiting Payment tab.