Client Refund

Client Refund Overview

The Client Refund screen is the fifth drop down on the Accounts Receivables ‘Data Entry’ menu, and is used to process a refund to a Client, such as the return of a payment made in cash.

The External Reference (Ext Ref.) number is the Client Invoice Number, and once the Client ID is entered the remaining fields will automatically populate with the Client details and refund due. SapphireOne will find the receipt in the Client data file.

Things to note before entering a Client Refund:

  • Data entry for this function is very similar to the Client Receipt screen.
  • As mentioned previously, if you have the Client Invoice Number enter this number into the Ext Ref, the rest of the fields in the transaction area will auto populate. 
  • You can search for the Invoice number by entering in the Client ID. Then proceed to Information Tab Area and search in the Transactions (Trans.) Tab. Search by Value, Date or Type and once you have found the Invoice, enter the Int Ref number into the Ext Ref field.
  • You can manually enter the details by entering in the Client ID and type in all the details including the $ Total.

Any data entry field that has a light blue background is a linked data entry field. If you do not know the exact ID to enter, the user may replace some or all of the characters with the “@” or “?” characters. SapphireOne will then display a much shorter list for the user to select the correct ID from. For example,if the user enters “K@” SapphireOne will display all records beginning with K.

When a data entry field heading is underlined this indicates that once an ID has been entered the user may then click on the underlined heading. SapphireOne will then do a specific query for the ID as entered and display a list with just the single item in it. The user may then view or modify the item as normal.

Transaction Area

How to enter details in the Client Refund Transaction Area:

  1. Client ID – Enter client ID.
  2. Ext Ref – External reference is the Clients Invoice Number.
  3. Receipt No – SapphireOne Accounting Software will automatically generate a Receipt No sequentially. You can overwrite this if required.
  4. Total – The refund amount including tax.
  5. Date In – SapphireOne Accounting Software will automatically enter in today’s date.
    To select an alternative date, click on the underlined Date In for a pop-up calendar or manually type in the date.
  6. Period – SapphireOne Accounting Software will automatically enter in the current Period or the user may select a different period.
    • To select a different period, click on the underlined Period for a pop-up period list. 
    • Some Periods may not appear on the list as they may be locked (i.e. Transactions for the period are complete).
  7. Paid From – Once the payment type has been selected, check the that the payment is being allocated to the correct Bank Account- with account code and description. There is a default bank account in the General Ledger which can be changed. Use the Wildcard [( @ or ? ) and TAB ] option for a list of other bank accounts. 
  8. Payment Type – SapphireOne Accounting Software will automatically assume the payment is to be processed immediately and display the payment option as set up in the clients master record. A drop-down menu is available for the selection of different Payment Types- Cheque, Credit Card, Cash, Direct Debit, E.F.T and Contra.
  9. Memo – Enter any notes to assist with inquiries in the future. i.e. Job details. 
  10. Document Paperclip – Scan and attach any documents relating to the money receipt.

There is a paper clip in the top right hand corner of the first page of all data entry and all inquiry screens within SapphireOne. Within all data entry and inquiry screens there is also a separate page just for managing documents i.e. version control.

The red colour of the paper clip indicates that there are no documents attached to this transaction. When a document has been attached, the paperclip will turn green and the word Items will be prefixed by the number of documents currently attached to this transaction or relevant record. An infinate number of documents may be attached to a transaction or record at any time.

In either case to add a document, select either the or paperclip, and the following Document List pop-up will be displayed.

Please note, the Document List screenshot below is identical for both Mac and Windows users.

Any type of document can be attached using the Paperclip. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files.

Documents can be attached using Drag & Drop functionality. To use this functionality simply drag a document from the local computer into the Document List screen and it will append automatically.

There are eight buttons and icons on the Document List screen. These are as follows:

  • When the button is selected SapphireOne will open the currently highlighted document for viewing. The appropriate software must be installed on the computer or device before opening.
  • When the button is selected SapphireOne displays a pop-up which asks the user if they want to Import a New Version of the currently highlighted document. The new version will still be linked to any transactions as was the old version.
  • When the Scan button is selected SapphireOne will access a local or network scanner, and following the usual prompts allows the user to Scan a Document Directly into the data file and link it to the transaction. The appropriate scanner with software must be installed on the local machine or network.
  • The Save button allows the user to save the currently highlighted document to the disk.
  • The Link Document button allows the user to link the currently highlighted document to other transaction or transactions in the data file. A pop-up will be displayed allowing the user to make their selection.
  • The Link Existing document button allows the user to link an existing document in the data file to this transaction or record. A pop-up will be displayed allowing the user to make their selection from a list of documents.
  • The Delete button when selected will delete the currently highlighted document.
  • When the Plus button is selected SapphireOne will display a search function allowing the user to select a document that is currently on the local computer.

Information Tab Area

The Client Refund Information area is used to display extra information about the current entry. You may only view information here, not alter it. The Information tabs change automatically for the different transactions being viewed. There are five main tabs in the Client Refund Information area.

  • Client – This tab displays details about the Client.
  • Controls – This tab displays additional details for the transaction.
  • Allocation – Not used for a Client Refund.
  • G.L. – This tab displays the G.L details for the transaction.
  • Trans. – This Tab displays the last 20 transactions for the current Client.
  • Error Code – This tab displays any error codes in more detail.

Standing Transactions Area

The Client Refund Standing Transactions area is used to set up recurring transactions and controls how often the record is to be created for each period. A Standing Transaction is usually given a start date and a finish date. 

  • Scheduled – For the frequency that this transaction is to created you may select Monthly, 30 Days, Fortnightly, Weekly, Yearly or Other.
  • SapphireOne will by default not set any Start/Next or Stop dates as they must be user selected from the date picking calendar provided or entered manually.

Standing Transactions will only be created if the previous periods Standing Transactions have been posted.

If a Standing transactions Stop Date is left as 00/00/00 SapphireOne will keep creating the transaction until it is manually altered or deleted by a user.

Payment Details Area

Bank Charges are usually incurred with overseas bank accounts. If Bank Charges are to be entered, the user must select the ‘Bank Charge’ checkbox in the Client Refund Payment Details area. 

The Payment Details area will then display the required data entry fields as seen below:

  • Expense – Enter the General Ledger account or use the Wildcard [( @ or ? ) and TAB ] option to select the account.
  • Int. Ref – If supplied, enter the reference number given from the bank.
  • Total – Enter the Bank Charge amount.
  • Tax Code – If necessary, enter the Tax code relating to this Bank Charge.

Transaction Footer Area

The Client Refund Transaction Footer is the information bar along the bottom of the screen, and allows you to easily check the critical details of a transaction. These details include:

  1. Sequence – SapphireOne Accounting Software automatically generates a sequence number.
  2. Batch – SapphireOne Accounting Software automatically generates the batch total. This is the total of all the client invoice that have been entered at any given time.
  3. Amount – Total Amount of the Client Receipt.
  4. Tax – A system automatically generates tax on the amount.
  5. Out of Balance – SapphireOne Accounting Software automatically generates the Out of Balance Total. The Out of Balance amount must be 0.00 to enable the saving of a record.
  6. Rules Level – This is a linked field. The User can click on the Rules Level and a pop-up Organisation Chart will appear. Select the Level you would like to apply and hit OK.
  7. Tag – A drop-down menu allows the User to mark the record with a tag.
  • Note that a tag of HOLD is hardwired into SapphireOne. When it is selected the transaction may not be posted until the tag status of HOLD is removed or altered to something other than HOLD.
  • Most of the Tag Headings are user configurable.
    • The Tag Headings may be re-named by going to:
      Utilities \ Controls \ Master Defaults \ then select the appropriate functions Page
  • All of the items in the Tag drop down lists may be created by the user.
    • The drop-down menus are created by entering in an item not on the list, then (tab away). SapphireOne will ask if you want to add the new tag to the list.
    • To remove a tag, hold the Control or Command key down and then select it. You will be asked if you want to remove it from the list.

SapphireOne checks that each transaction entry is complete and balanced before allowing any saving operation. When the Out of Balance is 0.00 the tick, will activate in the top tool bar indicating to the user that the transaction is ready to be saved. When more than a single transaction is selected, Blue will also be displayed on the main toolbar. See below for additional details.

You can save your Transaction in one of three methods:

Select the Tick when it is activated. This will save the current transaction and return the user to the main tool bar or the list.
When multiple transactions have been selected the user may click on the tick on the tool bar with the results as seen as above.
Or
Click on either of the the Arrows. This will tell SapphireOne to save the current transaction and open the next transaction in the list ready for data entry or modification. Also note that for what ever page is open in the transaction SapphireOne will move to the next transaction displaying the exact same page. I.e. Terms page to Terms page. Very handy when checking the same data in multiple items.
Selecting the Enter Key on the keypad. SapphireOne will then save the current transaction and opens another transaction of the same type ready for data entry. Very handy when entering multiple transactions of the same type. I.e. Client Receipt, Client Receipt.

Watch how to enter a Client Refund in SapphireOne Accounting Software

You can also check out our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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