Client Refund

Accounts Receivables – Client Refund

Client Refund Overview

The Client Refund screen is the sixth drop-down menu in the Accounts Receivables Data Entry menu. A Client Refund is used to process a refund to a client, such as the return of a cash purchase.

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. The system 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.

There are five main areas of the Client Refund screen

1. Transaction Area

How to enter details in the Transaction area

  1. Client ID – Enter client ID.
  2. Ext Ref – External reference is the Clients Invoice Number.
  3. Receipt No – SapphireOne will automatically generate a Receipt Nº sequentially. You can overwrite this if required.
  4. Total – The refund amount including tax.
  5. Date In – SapphireOne 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 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 – The system 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.
Click here to see how to attach documents to the transaction using the paper clip:
    • Click on the red paper clip in the top right side of the Transactions area to attach the first document. A pop up document List will be displayed.
    • From the pop up Document List select the green (+) button to add a document. Navigate to the documents location on your computer and select it by clicking on the Open button down the bottom of the screen.
    • Then click on the green tick on the main toolbar to attach the document. The paperclip will turn green indicating that there is now a document attached.
    • If  the paper clip is green document/s have already been attached to the transaction. To add more documents click on the green paperclip and follow the exact same procedure as above to attach additional document/s. Remember to save the document list each time by selecting the green tick on the main toolbar.
    • To delete a record or document, click on the Green paperclip, then select/highlight the document to be removed and select the  Minus (-) button. A pop up will ask for confirmation of the deletion. Green tick on the main toolbar out when you are done.

2. Information Tab Area

The 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.

3. Standing Transactions Area

The 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. 

Click here to see how to set up Standing Transactions:
  1. Scheduled – You may select Monthly, 30 Days, Fortnightly, Weekly, Yearly, Other or None. By default, the system will not set any dates. These must be entered by the user. If you select ‘Other’ you will be asked to specify the period in days.
  2. Start/Next Date – The date in field at the top is the Start date. Once you select the frequency from the Scheduled drop-down menu, the system automatically creates the next date of your scheduling. You can also manually enter in a date by clicking on the Start/Next Date.
  3. Stop Date – A pop-up calendar will appear automatically for you to enter in a Stop date as required. You can also manually enter in a date by clicking on the Stop Date.

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

4. 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 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.

5. Transaction Footer Area

The 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 – The system automatically generates a sequence number.
  2. Batch – The system 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 – The system 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.
Click here to see how to Create, Delete or Manage Tags:
  • Note that a tag of HOLD is hardwired into the system. 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.
  • Many of the tag headings are user configurable. All of the items in the tag drop down lists may be created by the user.
  • To add in a new tag to the list simply type it in and move the focus away, (tab away). The system will ask if you want to add the new tag to the list.
  • To remove a tag, select it, then re-select it while holding the Control or Command key down. You will be asked if you want to remove it from the list.

How to save a Client Refund

It is important to note that the Out of Balance must always equal to 0.00 before the transaction can be saved.

SapphireOne checks that each transaction entry is complete and balanced before allowing any saving operation. When the Out of Balance is 0.00, the Save button will activate in the top tool bar, and a Blue Arrow will also be displayed which denotes the next record.

You can save your Client Receipt by:

  • Clicking on the green tick, saving the current transaction and returns the user to the list.
  • Clicking on the blue arrow, saving the current transaction and opens the next transaction in the list.
  • Hitting the ENTER key on the keypad, saving the current transaction and returns the user to the list.

Watch how to enter a Client Refund in SapphireOne

Was this helpful?

Previous Article

Client Receipt