Refund Receipts in CustomBooks™

Refund Receipts

A Refund Receipt document in CustomBooks™ is used to record the receipt of funds from a vendor, such as a refund for a returned product or an overpayment.

This document is generated after creating a Vendor Refund to acknowledge and track the actual cash or bank receipt of the refunded amount. It ensures accurate updates to financial records and account balances, maintaining transparency and consistency in your accounting records.

Viewing the List of Refund Receipts

To view the list of Refund Receipts:
  1. Navigate to Purchases > Refund Receipts.



From the Refund Receipts List View, you can:
  • Create a new or copy a Refund Receipt.
  • Charge the Vendor with Paya or Stripe. This feature is available only if your account is integrated with Stripe or Paya.
  • Generate a Void Refund/Payment document.
  • Email or Print Refund Receipts.
  • View related details, including: Transactions, General Journal, and Audit Logs.
  • Attach files to a selected Refund Receipt.
  • Export the Refund Receipts List to Excel, PDF, or other formats.
  • Manage columns: add, remove, or reorder.
  • Refresh the Refund Receipts List.
  • Create multiple custom views using: Filters, Sorting, Ordering, and Conditional Appearance Settings.

Viewing an Individual Refund Receipt

To view a specific Refund Receipt:
  1. Navigate to Purchases > Refund Receipts.
  2. In the Refund Receipts List View, double-click to open the desired Refund Receipt.



From the individual Refund Receipt View, you can:
  • Edit the Refund Receipt.
  • Charge the Vendor with Paya or Stripe.
  • Generate a Void Refund/Payment document.
  • Email or Print the Refund Receipts.
  • View related details, including: Transactions, General Journal, Inventory Journal, and Audit Logs.
  • Attach files to the Refund Receipts.

Creating a New Refund Receipt

To create a new Refund Receipt:
  1. Navigate to Purchases > Refund Receipts.
  2. Click Create > New, or generate the from a Vendor Refund.
  3. Fill in the necessary details:

    Main Tab:
    • Vendor: Select from the drop-down list.
    • Receipt Date: Adjust as needed.
    • Amount Received: The refunded amount received from the Vendor.
    • Type and Account: Undeposited or Bank Account.
    • Payment Method: Select from the drop-down list.
    • Reference Number: Add additional references if necessary.
    • Refund Receipt Number: Enter manually or let the system auto-assign.



  4. Accounting Tab:
    • Specify the A/R Account.



  5. Memo Tab:
    • Add an External Memo (visible on printed memos) or Internal Memo (internal use only).



  6. Associate with or link to a Vendor Refund:
    • Select the Vendor Refund(s) to associate with the Refund Receipt, if applicable.



  7. Save changes using Save or Save and Close.

Voiding a Refund Receipt

Voiding payment entries is an essential task for maintaining accurate financial records in any business. Whether correcting an error, responding to a customer request, or handling a duplicate entry, voiding payments ensures the accuracy of your accounts.

To Void a Refund Receipt:

  1. Navigate to Purchases > Refund Receipts and open the Refund Receipt you wish to void.
  2. In the Refund Receipt window, click Generate > Void Payment, set the Void Date, and click Accept to proceed.



  3. Save the offsetting voiding entry that opens in a new tab.

Accounting Impact of a Refund Receipt

Recording a Refund Receipt creates the following transactions in the General Journal:
  • Debits: Undeposited Funds or Bank Account.
  • Credits: Accounts Receivable.