If a client has given you more money than is required and you wish to refund them with a check, follow the steps below
1. Determine where the over payment is currently. Is there an Invoice with a credit due, or is the money left available in retainer? (if retainer, skip to #3)
2. If there is a Credit Invoice (Invoice with a negative amount due), the first step is to move that money into the retainer:
Enter a New Cash Receipt for this Project by going to Accounting and Cash Receipts and clicking on the +Add button in the top right
In the Amount field enter 0.00
Select a Payment Type, it is recommended to select Check and then enter the Check No. as 'Refund'
Tag the first line for Use to Enter Retainer
Click on the This Payment for the Retainer and change the the Amount to the This Payment amount on the Credit Invoice without the negative. In the Trans. Desc. field enter 'Refund' and then select OK
ALSO Tag the Credit Invoice at the bottom of the window
The difference at the bottom of the window should show 0
Select Save and Post the $0 cash receipt.
3. If the available money is already in Retainer, or you have completed Steps 2 to move the amount to Retainer, you may continue to the next steps.
Go to Accounting and select Returns & Credits
Enter Project name
Next to Refund For select Retainer
In Refund Type select Write Check to Client
Next to Refund Amount enter the Available Retainer Amount without a negative
Select Save to process the Refund
4. Once processed, you'll be prompted to go to Payments to create a check for the client, select Yes.
Tag the check listed for your client and then select Actions and choose Hand Check or Printed Checks and continue with the prompts to record or print the check.
