If a client has given you more money than is required and you wish to refund them with a check, follow the steps below:
1. Determine where the over payment is currently. Is there an Invoice with a credit due, or is the money left available in retainer? (if retainer, skip to #3)
2. If there is a Credit Invoice (Invoice with a negative amount due), the first step is to move that money into the retainer:
Enter a New Cash Receipt for this Project
In the Amount field enter 0.00
Select a Payment Type
Enter "Refund" into the Check No. field
Tag the first line for Use to Enter Retainer
Select the edit button and change the This Payment Amount to the positive amount of the Credit Invoice. Select OK
ALSO Tag the Credit Invoice at the bottom of the window
The difference at the bottom of the window should show 0
- Select OK and Post the $0 cash receipt.
3. If the available money is already in Retainer, or you have completed Steps 2 to move the amount to Retainer, you may continue to the next steps.
Open the Returns and Credits tab under the Accounts Receivable section
Enter Project name
Select Write Check to Client for Refund Type
Select Retainer for the Refund For
Enter the refund amount
- Select OK to process the Refund
4. Once processed, the Pay/Print tab will then have an entry waiting for you to create a check for client
