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In this article you will learn how to refund a customer in QuickBooks Desktop. To know more, contact QuickBooks Point of Sale Support.

At times, you may need to refund a customer under some situations. Follow the steps given below to refund a credit card sale and a customer’s account credit or store credit in QuickBooks Point of Sale Software.

Steps to refund a customer’s Account credit

  •  You can charge the amount balance to their account and give change for the same amount when a customer’s credit balance needs to be refunded.
  • To refund a customer’s account credit in Point of Sale follow these steps:
  • Enter the customer’s name and select Account from the Make a Sale screen.
  • Make sure you select the Charge to account radio button.
  • Enter the balance to be refunded as a credit in the Charge Amount field.
  • The Cash Change is displayed in the receipt.
  • At the bottom of the receipt, select the appropriate tender button to choose a different method.
  • An invoice and an offsetting credit memo will be created  if you are using QuickBooks Financial Software after a financial exchange.

Steps to refund a credit card sale

  • To refund your customer, you may need to create a credit card return receipt or return an existing receipt:
  • Make a new return credit card receipt
  • Create a new receipt  from the Make a Sale screen by selecting the item being returned if necessary.
  • Click on the Return Item.
  • Choose Credit as the payment method.
  • Make sure you select the Refund radio button
  • Swipe the customer’s card or select Manual and enter the credit card info manually.
  • Click on Authorize Now.
  • Click on Save & Print.
  • Make the customer sign the merchant copy and then cross out the returned items on their original receipt.

Steps to return an existing receipt from Sales history

  • Select Sales History from the navigator field.
  • Look for the original receipt that is to be refunded.
  • Click on Accept Return
  • Enter the quantity and select the Return checkbox from the Take Return/Exchange window for the item to be refunded.
  •  Click on Add selected items.
  • Click on Credit as the payment method and then make sure you select the Refund radio button.
  • Swipe the customer’s card or select Manual and enter the credit card info manually.
  • Click on Authorize Now.
  • Click on Save & Print.
  • Make the customer sign the merchant copy and then cross out the returned items on their original receipt.
  • Read the article further if you want to make changes in an inventory quantity adjustment and edit the transaction. To know more, contact QuickBooks Point of Sale Support.
  • At the top left corner select the Magnifying Glass icon to see recent transaction.

Select the inventory quantity adjustment from the list. If you don’t see it:

  1. Click on More.
  2. Click on the Date Filter drop-down arrow and make changes in the date range.
  3. Select the transaction you want to make changes in.

If needed, change the date of adjustment.

Click on the Inventory adjustment account drop-down arrow and then choose a different account. An account is automatically set up, but you can change it if you want to.

Add additional inventory items in the New Adjustments table if you want to include them:

  1. Select the Product field in the first available row.
  2. Click on the drop-down arrow and select an item.
  3. Enter either a new quantity or a change in quantity.

For example: It shows the Qty on Hand column that you have 10 widgets, but you actually you just have 8 and 2 widgets are missing. Now, to adjust the change in quantity you can either enter 8 in the New Qty column or enter -2 (negative 2) in the Change in Qty column.

  1. Repeat steps 1 to 3 for each item if you need to add more inventory items.

In the Previous Adjustments table make changes in the previous adjustment.

  • Enter the item’s quantity it in the Change in Qty column to change it.
  • Click on Delete to remove an item.

( This step is optional) By entering a reminder in the Memo field about why you edited this adjustment you can do a favor for your accountant and your future self.

Click on Save and close.

Steps to adjust your inventory quantities in QuickBooks.

  • Click on the Gear icon, and then select Products and Services.
  • Select the inventory item/s which you want to adjust.
  • On the ACTION column, choose the drop-down arrow, and then click on Adjust quantity to adjust the quantity of a single item. Select Adjust quantity on the Batch actions drop-down arrow to adjust more than one item.
  • Change the adjustment date on the Inventory Quantity Adjustment window if needed.
  • Select an account from the Inventory adjustment account drop-down. Enter either a new quantity or a change in quantity for each item.
  • ( This step is Optional) Enter the details about the adjustment in the Memo Field, and then select Save and close.
  • Read the article further to know how to process payments in QuickBooks Point of Sale. To know more, contact Quickbooks Point of Sale Support.
  • You may see different authorization options while processing credit/debit card transactions in Quickbooks Desktop Point of Sale if you have an active Merchant Account.

To generate authorization and process credit/debit cards transactions follow the steps given below:

  • Select Setup Interview from the File menu.
  • Go to the Payments tab.
  • Would you like to accept credit and debit cards? Section will appear, click on YES and then select Sign In.
  • Using your Merchant credentials, sign in.

Process payments

  • Select Make a Sale on your QuickBooks point of Sale.
  • Enter the items and then select Credit.
  • Select the preferred credit card entry method:
  • PIN Pad: It is used when an iPP350 PIN Pad is connected with your QuickBooks Desktop Point of Sale to process an EMV card.
  • Swipe: By swiping the card you may qualify your sale for the lowest rate, and this is a Proof that the card was present at the time of the sale.
  • Manual: This method can be used as an alternate method if in any case you cannot swipe/insert the card.
  • Voice: When electronic confirmation is not possible you can authorize the card via telephone (e.g. internet connection is not working). Make sure that you capture all the information given on this screen so that you can record your transaction once you are online again.

Insert/swipe/enter the information given on the card and then select Authorize.

When processing a credit card, Error: Transaction not allowed

You may get the following error when there are times you are unable to process credit card payments:

Transaction not allowed

  • The main reason behind this is the payment type you are using is not allowed in your company preferences.
  • In order to check, follow the steps given below:
  • Select Preferences from the file menu
  • Click on Company.
  • Select Receipt Tendering under the Sales option on the left pane.
  • Check to ensure the card type you’re trying to process is selected in the card types section. If you don’t know which cards you’re allowed to accept.

To know more on how to refund a customer in QuickBooks desktop, call us on our QuickBooks point of sale support number. You can also write to us at support@qbooks247.com. For more information visit, www.qbooks247.com.

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