Settling credits

You can choose to settle a customer credit in the following ways.

▪	Apply the credit to an open invoice. Applying the credit to one or more of the customer’s open invoices reduces the amount the customer owes you.

▪	Record a refund. If the customer does not have any open invoices, you can record a refund payment for the amount of the customer credit.

▪	Settle Shopify Refund. If you have already issued a refund or credit via your web store, you will settle the refund to keep your company file data accurate.

To apply a customer credit to an open invoice

1	Go to the Sales command centre and click Sales Register. The Sales Register window appears.

2	Click the Returns & Credits tab then select the Returns & Credits view. A list of customer credits appears.

3	If the credit you want to settle does not appear, select Customer from the Search By list to display a credit for a particular customer. Type or select the customer’s name in the adjacent field. A list of credits for that customer appears.

4	Select the credit you want to apply and click Apply to Sale. The Settle Returns & Credits window appears, listing all open invoices assigned to the customer.

5	Enter the amounts you want to apply to one or more open invoices in the Amount Applied column.

If the Apply Customer Payments Automatically to Oldest Invoice First preference is set, amounts will appear next to the oldest invoices in the Amount Applied column. However, you can apply the credit amount to any one transaction or you can divide it among many transactions in the list. Note that the total amount you apply in the Amount Applied column must equal the amount that appears in the Credit Amount field.

6	If you want to apply part of a customer credit to any unpaid finance charges they have accrued, enter an amount in the Finance Charge field.

7	Click Record to apply the credit.

To record a refund payment

1	Go to the Sales command centre and click Sales Register. The Sales Register window appears.

2	Click the Returns & Credits tab then select the Returns & Credits view. A list of customer credits appears.

3	If the credit you want to settle does not appear, select Customer from the Search By list. Type or select the customer’s name in the adjacent field and then press Tab. A list of credits for that customer appears.

4	Select the credit you want to refund and click Pay Refund. A refund cheque for the amount of the credit appears in the Settle Returns & Credits window.

5	If required, change other information in the window, such as the transaction date.

6	If you are paying by cheque and you have already written it, select the Cheque Already Printed option.

7	Specify how you want to send a payment notification by selecting a delivery option from the Payment Notification Delivery Status list.

8	Click Record.

To settle a refund from your web store

1	Go to the Sales command center and click on Sales Register. The Sales Register window appears.

2	Click the Returns & Credits tab and select the Shopify Refunds view. A list of customer refunds appears.

3	If a refund that was created in your web store is not listed, go to the Setup menu and click Web Store. In the Web Store Setup window click the Sync Options tab and click Sync to sync data from your web store with your company file.

4	Select the refund you want to settle then click Settle Shopify Refund. A credit memo appears.

note : Viewing a credit memo

If you review the credit memo, you will see that the negative amount is now a positive amount. This is correct as it is a credit. Only a fee added should be a negative amount.

5	If required, you can change the information in this window. Be sure that the Out of Balance amount is &$0.00.

6	Click Record.