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Refunding Customer Credits

How to refund a customer payment

A credit can be refunded to a customer using the following methods:

  1. Cash is taken from a cash drawer or petty cash.

  2. Payment card (such as a credit or debit card)

  3. Check (by generating an Accounts Payable check)

  4. Existing gift card

  5. Issue a new gift card: Review Voiding, Crediting, or Changing the Value of a Gift Card for instructions to issue a new gift card that contains the customer credit.

  6. Apply to outstanding customer invoices: Review Processing Customer Credits to apply the credit to other outstanding invoices.

Refund a Customer Credit using an Accounts Payable Check

Complete the following steps to refund a customer credit using cash, a check, a payment card, or an existing gift card.

  1. Open the Customer Payments window by selecting Sales > Customer Payments from the main EBMS menu.

  2. Enter the Customer ID to list the credit invoices for that customer.

  3. Select one of the following Payment options:

    • Select Cash only if the credit is being reimbursed using cash.

    • Select Credit / Debit Card to refund to a payment card.  

    • Select Gift Card if the credit is being reimbursed to a gift card.

    • Use the Check option to print an Accounts Payable check to credit the customer as shown below:  

  4. Enter the credit amount into the Amount field using a negative value. For example, if the credit amount will be $35.35, record -35.35 in the Amount field. (The credit amount must be entered as a negative value to identify the credit versus a standard payment.)

  5. Enable the Print Check to print a refund check for the customers credit and set the Cash Account to the bank account that will be used to refund the credit. Use the following steps if a payment other than a check is used:

    • Select Cash and set the proper Cash Account or petty cash account that is used to pay the cash. Select Credit / Debit Card to refund to a payment card. Select Gift Card if the credit is being reimbursed to a gift card.

  6. Enable the Show Sales Order option if a check is being applied to a sales order instead of a sales invoice.

  7. Mark the Pay column for the credit invoice you wish to refund.

  8. If the Payment amount equals the customers Payment Total, click the Pay Customer and Print button and the following wizard will open:

  9. Verify the customer that is receiving the refund. Continue with the process by clicking OK.

  10. The following print screen will appear. Choose the correct Printer and click Print.