Refund a Paid-in-Full Invoice

Main Menu > Invoices

A customer comes in to return a retail Product or Work Order item for which they have paid in full. Your store may have a policy of issuing a refund of Cash, Credit Card or an In-store Credit (redeemable on their next purchase).

Before You Begin...

Refunds may be Issued in one of Three Ways

  1. Store Credit (FrameReady reminds you at the customer's next purchase)

  2. Credit Card

  3. Cash

Important: the above only applies to Invoices that are Paid in Full. To handle partial payment, see: How to Refund a Deposit Invoice and Reclaim Taxes

How to Return an Item for Store Credit

A customer comes in to return an item and you need to reimburse their payment as store credit. Do the following:

  1. On the Main Menu, click the New Invoice button.

  2. In the Item Number field, enter the Product or Work Order number of the returned item.

  3. Enter negative value in the Qty field, e.g. -1, -2, -3

    If the record for this item is still in the Product file, then it is put back into inventory.

  4. Enter Customer Information.

  5. Click the Enter A Payment button.

  6. In the Tender dropdown list, select Refund-Store Credit.

  7. Click the Done Go To Form View button.

  8. Click OK.

    The screen displays a credit that may be printed.

  9. Click Print.

    A credit slip prints.

    The credit is recorded on the customers record in the Contacts file. When they make their next purchase and you click the Enter A Payment button, a notice appears informing you of the credit owed to the customer and the amount of the credit.

Note: After issuing the refund, please adjust your Work Order and Purchase Order to make sure that materials are not ordered.

How to Return an Item for Credit Card Refund

A customer comes in to return an item and you need to reimburse their payment on their credit card. Do the following:

  1. Locate original invoice where the customer paid for the product and copy the Reference number for the payment or payments that will be refunded.

  2. On the Main Menu, click the New Invoice button.

  3. In the Item Number field, enter the Product or Work Order of the returned item.

  4. Enter negative value in the Qty field, e.g. -1, -2, -3

    If the record for this item is still in the Product file, then it is put back into inventory.

  5. Enter Customer Information.

  6. Click the Enter A Payment button.

    The Receipts dialog box appears.

  7. In the Tender dropdown list, select one of the "Refund - " options (in the lower section of the list, e.g. Refund - Visa, Refund - MC, etc.)

    When using FrameReady’s credit card interface, enter the Reference number from the original transaction into the Reference field. (Otherwise, it is optional.) Then click the Process CC Transaction button.

  8. Click the Done Go To Form View button.

Note: After issuing the refund, please adjust your Work Order and Purchase Order to make sure that materials are not ordered.

How to Return an Item for Cash Refund

A customer comes in to return an item and you need to reimburse their payment as cash. Do the following:

  1. On the Main Menu, click the New Invoice button.

  2. In the Item Number field, enter the Product or Work Order of the returned item.

  3. Enter negative value in the Qty field, e.g. -1, -2, -3

    If the record for this item is still in the Product file, then it is put back into inventory.

  4. Enter Customer Information.

  5. Click the Enter A Payment button.

    The Receipts dialog box appears.

  6. In the Tender dropdown list, select the "Refund - Cash" option (in the lower section).

  7. Click the Done Go To Form View button.

Note: After issuing the refund, please adjust your Work Order and Purchase Order to make sure that materials are not ordered.

In Summary

  • On your Sales Report, you will notice the taxes for the Invoice as a negative - thus reclaiming the amount of taxes paid.

After Issuing the Refund

You may want to adjust your Work Order and Purchase Order to make sure that materials are not ordered.

  • If the work is not going to be done because the customer has cancelled the order, then either mark the Work Order as "Hold" (instead of Incomplete) so that it is not included in your Incomplete list. Or, unpost the Work Order and change it to an "Estimate."

  • In the Work Order's Note field, enter that the order was cancelled and why.

  • If you use Purchase Orders, then do a find for the Work Order number to see if it appears on any Purchase Order--and then remove the items so that they are not ordered.

  • If you leave the Work Order as "Incomplete," and it has not been post to a Purchase Order, then you should, at minimum, click the Cancel Frame Order button.

 

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