If a customer has a credit balance on their account and would like you to close out that credit and give refund the money, here a few methods you can consider:
Gift Card Refund
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1. POSitive > Help > Help (to open the Help file)
2. Click the Search tab and enter "GIFTCERT"
3. Open "Gift Cards & Certificates" from the topic list
Check Refund
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1. POSitive > Help > Help (to open the Help file)
2. Click the Search tab and enter "refund"
3. Open "Check Refunds" from the topic list
Cash Refund Option #1
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1. Do a Cash Out to take the money out of the drawer
2. Create a new CHG in the customer's AR to show this
3. Pay the CHG with the CRD
Cash Refund Option #2*
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1. Do a Cash Out to take the money out of the drawer to give to the customer
2. Then sell the customer a miscellaneous non-taxable, non-stock tracking item for the value of the refund and pay for it with the customer's store credit
Sales Order Deposit Refund*
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1. Create a sales Order with a miscellaneous non-taxable, non-stock tracking item for the value of the refund
2. Take a deposit by using the available credit
3. Then refund the deposit using whichever method you choose
*NOTE: If you use either of the last two options frequently, you may want to consider creating a non-taxable, non-stock tracking inventory item called ARREFUND.
If a customer has a credit balance on his account to which they are not entitled and you want to just get rid of it without giving the money back to the customer then:
Create an Offsetting Charge and Apply the Credit
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Create the Charge
1. Customer Center > highlight customer
2. Click AR Detail button in the center of the screen
--- this opens the AR Details screen with unused credit displayed
3. Click the Add button
--- Select Charge
--- Select Open
--- Enter your Sales ID
--- Enter today's date as the Date Due
--- Enter the Amount of the charge
--- Select 'None' as the Term
--- Enter "Manually Issued Charge" as the Comment
4. Click OK to save the entry
Apply the Credit
1. Click the Take Payment button at the top right of the AR Transaction screen for the same customer
2. Highlight the newly created charge, press the Enter key
3. Enter the amount of the credit as payment
4. Click the Take Tender button
5. Click OK
6. You will be alerted that the customer has a store credit and ask if you want to use it.
7. Choose Yes, click OK, and then click OK again to complete the process
The store credit has been applied to the manually created charge, closed and is no longer available on the customer's account. Furthermore, your revenue reports will not be affected because manually adding charges or credits do not go through the cash drawer. However, the GL is impacted, but can be deleted from Accounting > Post Transactions, and subsequently not posted.
