How do I manage Refund Receipts?

Everything you need to know about Refund Receipts and how to search, add, edit, or delete them in the ERP Module.

A refund receipt is used to document an actual refund. It can be created manually or transferred from a return or credit memo. The refund receipt will be posted to QuickBooks in order to process the refund.

Note: This is not the actual refunding of money to a customer, but a record for bookkeeping purposes.

There are two ways to create a refund receipt: manually or via existing RMA.

Option One: Manually Creating Refund Receipts

Start by going to Accounts Receivable on the left-hand sidebar. Click Refund Receipt Processing. Click Apply to see all existing Refund Receipts, use the sort and filter tools search by your preferred parameters to find a particular Refund Receipt, or create a new one. Since we are starting from scratch, let's click Add.

From the Refund Receipt Management screen, the first thing you'll do is enter in the Customer # and hit Tab (or click anywhere outside the field). Make any other adjustments you need: what kind of payment are you refunding? What type of refund is it? Is it just a Journal Entry? How is it going to be paid out? Etc. Under the Lines tab, enter in the item information for the refund by clicking Add Item, filling out the row, and repeating until you're done. Make sure the Price, Taxable, Discount, and Qty RTN columns are accurately filled out. The Activity and Transaction tabs will be empty right now considering this is a new Refund Receipt and isn't associated with any invoice or RMA at this point. Check the Summary section to make sure everything looks as expected.

Click Save when you're done.

Click Yes.

If the Paid By method is Credit Card, the Refund Credit Card button will now be clickable. If you're processing transactions outside of DigitBridge, then you're all finished and have made a record of the refund. If you are processing transactions inside DigitBridge, however, then you'll click Refund Credit Card to initiate the refund process to the customer.

This will open a menu showing all transactions for that customer. Identify which one you are refunding. Identify the payment that you want to refund. Before moving forward, make sure that the $ total of the payment is the same as the refund you have generated. Click Refund for that transaction.

This menu will pop up: click Refund again if the amount is correct (and adjust it if it isn't).

Click Yes.

Option Two: Using an RMA to Create a Refund Receipt

The other option would be to refund a specific invoice. To do this, you will first need to create an RMA and go through the return process. Once the items have been received and you're ready to refund the charge, go to Sales > RMA Management. Click Apply to see all RMA, or search for a specific one. Use the sort & filter tools if necessary.

Select the RMA you'd like to refund. From the Action menu, select Refund Balance Amount.

Note: The RMA must be Closed to be refunded.

You'll get a notification that you successfully created the refund.

You will also notice now that the RMA has disappeared. The return was processed and has been turned into a refund.

Note: You can also do this from the RMA Management screen by clicking the Action button and selecting Refund Balance Amount. Then Click Save. Click Yes.

Navigate to Accounts Receivable > Refund Receipt Processing.Click Apply and you will see the RMA that you just refunded right there at the top. Click on it. From the Refund Receipt Management screen, you can now refund the credit card following the same steps as in Option One.