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When a customer account has a negative balance, you can either carry the negative balance to be applied to future jobs, or refund the balance. The following steps cover the basics of issuing a refund to a customer: writing a check, adjusting your cash account, and updating the customer account.
| 1. | Create an accounts payable record for the amount of the refund. You do not need to create a vendor code, just enter the customer’s name and address. For the GL Reference, use your checking account general ledger number. The net effect of the accounting on this check will be to take the amount of the refund out of cash and put it back into cash. |
| 2. | Print the check to the customer. |
| 3. | Go into cash receipts, select New Check, enter the customer number, enter the check number of the check you wrote, and enter a negative amount. |
| 4. | Click on New, enter the job number that has a negative balance, and make a negative payment. Click OK. Click Finished. |
| 5. | This entry will create a difference between your actual deposit ticket and the totals on your Daily Cash Receipts Report. Be certain that you enter the amount of the deposit in the checkbook, note the total from daily cash receipts. Hand notes on the bottom of the Daily Cash Receipts Report will help you remember what happened, if you ever need to review. |
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