Process A Cash Refund

Add a Credit Note 

You can add a new credit note from your Sales overview. Here you’ll require to add details of the transaction being refunded. You must have clear one thing, even though a credit note contains the same details as in the sales invoice but it is separate to the original sales invoice. 

1. In the Account menu, select Sales. 

2. Click the New Credit Note button on the top right. 

3. Enter the required information into the credit notes fields. It’s almost the same as  entering information into an invoice(Link Required). 

4. Click on the: 
   • Receipt Upload button if you want to add a receipt to the credit note.  
   • Save as Draft button if you want to save the credit note as a draft. 
   • Approve button if you want to save the credit note as Awaiting Payment. 

5. If your invoice has an awaiting payment status then you can also add a credit note for your customer from within the invoice. 

Record Refund on the Credit Note 

When you enter refund details on the credit note then it creates a bank transaction in Clickentry to reconcile against the statement line for the refund paid. 

1. In the Account menu, select Sales. 

2. Select the Awaiting Payment tab. 

3. Find and open the credit note you want to refund. Using the search option you can easily find this. 

4. Scroll down to reachout to the Make a cash refund section.  

5. Enter the details in the Payment Fields(Link). 

6. Click on the Add Refund button. 

It changes the status of credit note to Paid if it is fully refunded. In case of partial refund, the status remains as Awaiting Payment. 

Reconcile the Refund Amount Against the Bank Statement Line 

When a refund is made then it reflects in the relevant bank account in Clickentry as a bank transaction and it will be required to reconcile this against the bank statement line for the refund paid. 

1. In the Account menu, select Bank Account. 

2. Click on the link Reconcile Items in the desired bank account details section. 

3. Click on the Find & Match link, next to the bank statement line you want to reconcile. 

4. You can search the bank transaction with name, reference or amount. 

5. You may get some results by clicking the Go button. 

6. In case you find no results for the query you put in for search the bank transaction then you click on the Clear Search button. 

7. Now just select the checkbox next to the credit that you want to match with the bank statement line. 

8. Make sure the sum of your selected transactions is matched up with the money received. If not then make adjustments, as needed. 

9. Click on the Reconcile button.