TASBooks - Customer refunds

There may be occasions when you may need to make a refund to a customer. You should enter this into your TASBooks via the sales ledger to ensure the customer account updates correctly. When sending a refund to a customer, you will have already entered the invoice and customer receipt in TASBooks.

To process the refund correctly, you must enter a credit note to reverse the original invoice, or the part of the invoice you want to refund. Once you've done this, you must enter a refund and allocate it to the relevant credit note.

The following steps contain everything you need to record customer refunds in TASBooks.

To enter a credit note

  1. Sales > Enter / Change Journals > Enter / Change Customer Credit Notes / Credit Journals (option 222).
  2. Posting Details > complete the following information:
    3. Posting No This automatically creates when you save the transaction. If you want to recall an existing transaction, enter it's posting number here.
    Date Enter the date required
    Type Choose Credit Note.
    Def Dist Select a nominal code distribution for this invoice, if required. For more information, please refer to article 34408.
  3. Customer Details > Code > enter the customer's code. Alternatively, press F2 > select the relevant customer.
  4. Invoice Details > complete the following information:
    5. Ref No Enter a reference for the credit note.
    Date Enter the date of the credit note.
    Desc Enter a description if required.
    Project If applicable, enter a project code. Alternatively, press F2 > select the relevant project.
    Net Enter the net amount of the credit.
    VAT Select the required rate.

    Note: If the customer's VAT Type is set to Home in their record, this defaults to VAT rate 1 for Standard VAT.

    The VAT amount calculates automatically for you.
    Total The total amount calculates automatically here.

    If you prefer, you can enter the total, and the net and VAT amounts automatically recalculate.
  5. Tab to the entry grid. The first lines automatically appear for you.

    6. Tip: You can complete as many lines as you need to until the transaction balances.

  6. In Line 3, enter the Sales Nominal Account you want to post this transaction to, or press F2 > select the account from the look-up list.
  7. Lines 1 and 2 of the transaction automatically completes for you and shows the Sales Ledger Control Account and the VAT Control Account, if applicable.
  8. Description > the description of the selected nominal account appears here.

    9. Note: If you'd rather enter your own description, you can do so, but you need to switch this option on first from Central > General Company Information > TASBooks Configuration (option 012).

  9. Debits/Credits > enter the net value you want to post to the nominal code.

    Tip: Unless you need to split the value between different nominal codes, this will be the net value of the credit.

  10. Press the Tab button on your keyboard > check the Still to Post boxes display 0.00. This indicates that your transactions balance.
  11. To save the credit note > Save > Yes.
  12. To close the Enter / Change Customer Credit Notes / Credit Journals window > Cancel.

Note: If this credit is for a VAT registered customer in another EC country, you'll now be prompted to enter the Goods and Services distribution.

To enter a refund and allocate it to the relevant credit note

  1. Sales > Enter / Change Journals > Enter / Change Customer Invoices / Debit Journals (option 221).
  2. Posting Details > complete the following information:
    3. Posting No This automatically creates when you save the transaction.

    If you want to recall an existing transaction, enter it's posting number here.
    Date Enter the date for the refund.
    Type Choose Refund.
  3. Customer Details > Code > enter the customer's code. Alternatively, press F2 > select the relevant customer.
  4. Invoice Details > complete the following information:
    5. Ref No Enter a reference for the refund.
    Date Enter the date of the refund.
    Desc Enter a description if required.
    Bank Choose the bank account the refund is coming from.
    Net Enter the total value of the refund.
  5. To save the refund > Save > Yes.

    6. Tip: The transaction completes with the correct double-entry to the Sales Ledger Control Account and the Bank Account.

  6. To close the Enter / Change Customer Invoices / Debit Journals window > Cancel.

    7. You've successfully created the refund. You must now allocate it to the relevant credit note.

  7. Sales > Receipts > Enter / Allocate Sales Receipts (option 251).
  8. Bank > choose None (Existing Receipt).
  9. Code > enter the customer's code. Alternatively, press F2 > select the relevant customer.
  10. Locate and double-click the credit note you want to allocate.
  11. Select the appropriate option from the Allocate Credit window.
  12. To allocate this credit note to an invoice, double-click the relevant invoice.
  13. To save the allocation > Save > Yes.
  14. To close the Enter / Allocate Sales Receipts window > Cancel.

The following steps contain everything you need to record customer refunds in TASBooks.

To enter a credit note

  1. Sales > Enter / Change Journals > Enter / Change Customer Credit Notes / Credit Journals (option 222).
  2. Posting Details > complete the following information:
    3. Posting No This automatically creates when you save the transaction. If you want to recall an existing transaction, enter it's posting number here.
    Date Enter the date required
    Type Choose Credit Note.
    Def Dist Select a nominal code distribution for this invoice, if required. For more information, please refer to article 34408.
  3. Customer Details > Code > enter the customer's code. Alternatively, press F2 > select the relevant customer.
  4. Invoice Details > complete the following information:
    5. Ref No Enter a reference for the credit note.
    Date Enter the date of the credit note.
    Desc Enter a description if required.
    Project If applicable, enter a project code. Alternatively, press F2 > select the relevant project.
    Net Enter the net amount of the credit.
    VAT Select the required rate.

    Note: If the customer's VAT Type is set to Home in their record, this defaults to VAT rate 1 for Standard VAT.

    The VAT amount calculates automatically for you.
    Total The total amount calculates automatically here.

    If you prefer, you can enter the total, and the net and VAT amounts automatically recalculate.
  5. Tab to the entry grid. The first lines automatically appear for you.

    6. Tip: You can complete as many lines as you need to until the transaction balances.

  6. In Line 3, enter the Sales Nominal Account you want to post this transaction to, or press F2 > select the account from the look-up list.
  7. Lines 1 and 2 of the transaction automatically completes for you and shows the Sales Ledger Control Account and the VAT Control Account, if applicable.
  8. Description > the description of the selected nominal account appears here.

    9. Note: If you'd rather enter your own description, you can do so, but you need to switch this option on first from Central > General Company Information > TASBooks Configuration (option 012).

  9. Debits/Credits > enter the net value you want to post to the nominal code.

    Tip: Unless you need to split the value between different nominal codes, this will be the net value of the credit.

  10. Press the Tab button on your keyboard > check the Still to Post boxes display 0.00. This indicates that your transactions balance.
  11. To save the credit note > Save > Yes.
  12. To close the Enter / Change Customer Credit Notes / Credit Journals window > Cancel.

Note: If this credit is for a VAT registered customer in another EC country, you'll now be prompted to enter the Goods and Services distribution.

To enter a refund and allocate it to the relevant credit note

  1. Sales > Enter / Change Journals > Enter / Change Customer Invoices / Debit Journals (option 221).
  2. Posting Details > complete the following information:
    3. Posting No This automatically creates when you save the transaction.

    If you want to recall an existing transaction, enter it's posting number here.
    Date Enter the date for the refund.
    Type Choose Refund.
  3. Customer Details > Code > enter the customer's code. Alternatively, press F2 > select the relevant customer.
  4. Invoice Details > complete the following information:
    5. Ref No Enter a reference for the refund.
    Date Enter the date of the refund.
    Desc Enter a description if required.
    Bank Choose the bank account the refund is coming from.
    Net Enter the total value of the refund.
  5. To save the refund > Save > Yes.

    6. Tip: The transaction completes with the correct double-entry to the Sales Ledger Control Account and the Bank Account.

  6. To close the Enter / Change Customer Invoices / Debit Journals window > Cancel.

    7. You've successfully created the refund. You must now allocate it to the relevant credit note.

  7. Sales > Receipts > Enter / Allocate Sales Receipts (option 251).
  8. Bank > choose None (Existing Receipt).
  9. Code > enter the customer's code. Alternatively, press F2 > select the relevant customer.
  10. Locate and double-click the credit note you want to allocate.
  11. Select the appropriate option from the Allocate Credit window.
  12. To allocate this credit note to an invoice, double-click the relevant invoice.
  13. To save the allocation > Save > Yes.
  14. To close the Enter / Allocate Sales Receipts window > Cancel.