Refund a Commerce Suite Payment

System Location: Data Entry > AR > Cash Receipts

Use Void/Refund to refund a customer payment that Commerce Suite created. The cash receipt stays in place. A negative refund line is added, and the invoice balance is sent back to Commerce Suite. A full refund reopens the invoice. A partial refund leaves the remaining amount applied.

This is not the Issue Refund button used for Stripe and NET1 receipts. Issue Refund is still a full refund only.

For more information see Cash Receipts.

Void/Refund is available when all of the following are true:

  • The receipt type is Commerce Suite, and the receipt has a Commerce Suite payment.
  • The receipt is processed, not posted, in an open period, and in your base currency.
  • It is applied to one invoice, and that invoice still has an amount paid.
  • The customer and the invoice are linked to Commerce Suite, and Commerce Suite is enabled and connected.
Refund the Payment
  1. Go to the blue Data Entry button, open the AR dropdown menu, and select Cash Receipts.
  2. Open the Commerce Suite cash receipt.
  3. Click Void/Refund.
  4. In Void/Refund Commerce Suite Payment, review the payment, customer, invoice, and remaining refundable amount. The refund amount defaults to the full remaining amount. Enter a smaller amount for a partial refund.
  5. Click Save in the window. The system adds a negative line and displays Refund Staged: "The refund detail was added. Save the cash receipt to update the invoice and Commerce Suite." Nothing is sent yet.
  6. Click OK on the cash receipt. The receipt is saved and processed again.

A full refund sets the receipt total to 0, reopens the invoice, and Commerce Suite shows the invoice unpaid with the original balance. A partial refund reduces the amount paid and leaves the remaining balance in both systems. The original payment line stays on the receipt. You can refund the remainder later, one amount at a time, until the receipt total is 0. Void/Refund is hidden when the receipt total is 0.

While a refund is staged and not yet saved, the receipt fields, Process, Void/Refund, and line changes are unavailable. Click Cancel on the cash receipt to discard the staged refund.

If the refund is saved but Commerce Suite is not updated, Sync Failed tells you the systems are out of balance and to unprocess and reprocess the refund. The refund line is not removed.

Unprocess or Delete After a Refund

Unprocessing a Commerce Suite receipt warns: "This cash receipt was created from a Commerce Suite payment. Unprocessing it could cause JobBOSS² and Commerce Suite to be out of sync. Do you wish to proceed?" No leaves the receipt processed. Yes unprocesses it and does not update Commerce Suite until you process the receipt again or delete it.

  • Processing it again sends the current balance. The refund line is not added a second time.
  • Deleting it removes the receipt and sends the open balance back to Commerce Suite.
  • Opening a processed Commerce Suite receipt and clicking OK without changes does not send another update.

 

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