Refund invoices allow you to easily reflect refunds on your posted ROs by creating a negative invoice. This ensures your accounting and financial records around refund transactions are accurate and up to date.
Creating a Refund Invoice
Create a refund invoice by navigating to the Payments tab of a posted RO and selecting New Refund Invoice. Multiple refund invoices can be created for an individual RO.
Building a Refund Invoice
Building a refund invoice is very similar to building a job. You can add labor and part lines from the original RO or you can add them manually along with discount lines. Technician, service writer, and job category can also be assigned.
Line Item Recommended Usages
- Part Line - Refunding returned parts
- Labor Line - Refunding labor and labor hours need to be back flagged
- Part Discount Line - Discount on parts
- Labor Discount Line - Discount on labor and labor hours do not need to be back flagged
- Fee Discount Line - Discount on fees
Metadata Usages
- Technician - Assign tech if sales, hours, and commission need to be adjusted in reporting
- Service Writer - Assign SW if sales and commission need to be adjusted in reporting
- Job Category - Assign job category if category sales need to be adjusted in reporting
Taxes
Sales tax rate is inherited from the original RO and the default checkbox configuration is inherited from shop settings. Currently, tire taxes are not supported.
Sharing
Refund invoices can be printed. Printed invoice uses the Invoice transparency settings
Statuses
- In Progress - refund invoice is open and unpaid
- Paid - refund invoice is closed and paid
Accessing Refund Invoices
Refund invoices can be accessed by navigating to the Payments tab of the original RO.
Permissions
Creating a refund invoice and refunding payments are tied to the Payments permission
The BackOffice
Refund invoices are sent to the BackOffice as a Repair Order with negative values. Their IDs are prefixed with 'ri-'.
Issuing Refund & Closing Invoice
Refund invoices are closed out (“posted”) once a full refund payment is made. This will post the invoice sales to reporting on the day the refund was paid. After a refund invoice is closed Technician and Service Writer can still be modified. A paid refund invoice can only be re-opened by voiding the refund payment.
Refund Payment Methods
Select any payment method to process the refund payment
Credit Card Refunds
For credit card refunds you have the option to manually enter a non-integrated refund, or you can select Original Payment, which will allow you to select from a list of integrated credit card payments from the original RO.
Reporting
Refund Invoices are posted to reporting on the date the refund is paid and closed. Refund invoices flow into reporting like an RO with negative values.
Refund Invoices are reflected in the following reports:
| Report Type | Report |
| Shop Dashboard | Posted |
| Shop Dashboard | Old Dashboard |
| Financial | End of Day |
| Financial | Custom Financial |
| Financial | Sales Details |
| Financial | Sales Tax |
| Financial | Profit Details |
| Financial | Payment Details |
| Financial | Discounts |
| Financial | Sales by Job Category |
| Employee | Technician Hours |
| Employee | Employee Commissions |
| Customer | Customer List |
| Customer | Customer Lead Source |
| Parts | Parts Usage |
Financial Report Tables
Commission Report
Technician Hours
Parts Usage
End of Day
Comments
2 comments
When you refund a job, for whatever reason, what happens to the part on that job? It will show as a (-1) on the return invoice, but remains on the original invoice. How do we capture a possible vendor credit accurately in the system? If you go into the original invoice and return the part, it will show a credit balance on the original invoice. The only record of the credit invoice is on the payment side of things, so when pulling up job history, unless notated on the original invoice, it looks like that job has still been completed with a new part.
Why would you want or need to give a refund?
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