In this article we will be going over how to give a refund to an order that has already made a payment. The typical “refunding an item after purchase” where the original order and invoice stay the same. For example, a customer orders 40 party packs, but the day of the order you run out of food so want to refund them 20% of their order. The original order was still for 40 party packs, and the original invoice and payment are still the same, but you’re giving them a refund as a separate transaction.
Please note that if the credit card has not been processed by your bank, then the refund cannot be given off the actual order. It will need to be Issued as a Credit Without a Transaction. We will explain this in more detail below.
Otherwise, you will be able to use the Order to give the refund.
Below is a video that will show you the 5 ways to give a refund for an order that has been placed:
Below is a video that will show the next steps of creating a refund:
Below are step by step instructions and screen shots of how to give a refund for an order that has been placed:
1. NOTE: You can access the refund module 5 different ways:
i.) *FASTEST WAY to give a refund. Click on the Order ID under the Overview tab. Then under the Choose a Function drop down select Refund Order. This saves time remembering what was on the order and filling out the information. The information will automatically be inserted for step 4-8. You will just need to select the item that needs be refunded.
ii.) Click on the Accounting tab and then the Refunds link. Next you will click on the Start A New Refund tab.
iii.) Click on the More tab and then click on the Refund link.
iv.) Click on the CRM and in the Search field, search for the Client and then click on the Clients Name link.
v.) Click on the Accounting tab then click on the Invoices link. Choose your Date Range and Location. Next, you will see the order below and you will click on the orange tab showing the payment. Then you will click on the Create Refund tab. The information will automatically be inserted for step 4-8. You will just need to select the item that needs be refunded.
2. Click on the Refund icon. You will see below if any previous refunds have been given.
3. Click on the Start a new refund for (Client's Name) tab.
4. It will then take you to the Refund Screen
5. Next, you will fill out the top information (note fields may be different from what you have created in your account)
6. The Previous Transaction field will be where you determine if you are going to apply the refund to an order that has the payment settled or if you are going to apply the refund without a transaction. The process is the same after selecting this field. The difference between the two fields is that selecting an Order will show the refund to the Order. Not using a transaction will just show the refund in your Sales Journal.
7. Next, you will Add the Menu Item name that you want to refund.
8. You can then click the Create Refund tab
9. Your next screen will show you that the Refund has been created
10. Under the Choose A Function dropdown you can: Print the Refund, Show the Credit Card Information, or Delete the Refund
11. Under the clients CRM record the Refund will show
12. Next, you will want to check your Sales Journal Report.
13. Click on the Accounting tab and then Sales Journal Report link
14. Choose your date range and location - click on apply filters - and then to the right you will see a line for Refunds.
15. To expand the Refunds, you can click the line.
16. You can also see a list of all your refunds by going to the Accounting tab and clicking the Refund link.
17. Next, you will select your date range and location. Note: You can also search by location, customer or company. Once done you can click on the Apply Filters link.
18. The list of all your refunds will appear below.
You have now learned how to issue a refund to an order.