How to refund payments against vehicle records, service records and part invoices.
Vehicle Refunds
Within a vehicle record both deposit and balance payments can be recorded. Any payment recorded before the Sales invoice has been printed, will be logged as deposit payments. Payments recorded after the sales invoice has been printed, will be logged as balance payments.
Once a deposit payment has been recorded, the payment can be marked as refunded in the DMS. There are 2 options:
Refunded payments – This would indicate the money has been returned to the customer
Past Non Refundable Deposits – This would indicate the money has not been returned to the customer
Refunded Deposits
To log a deposit as refunded, double click on the payment entry within Invoicing > Payments and click on Refund. Enter the date of the refund and click Refund. The payment will now show in the Refunded Payments section.
Non Refundable Deposits
To log a deposit as Non Refundable, you would need to remove the customer from the vehicle record. To do this, go to Customer and select Clear next to the customer account.
A message will appear asking what you would like to do with the deposit payment that has been taken:
Selecting Yes will mark the deposit as a Refunded Payment
Selecting No will mark the deposit as a Past Non Refundable Deposit.
Refunding Balance Payments
Once the Vehicle Sales Invoice has been printed, balance payments can be recorded.
A balance payment can only be refunded by raising a credit. Once a credit note has been printed, the balance payment will automatically show as refunded.
Service Refunds
Both deposit and balance payments can be recorded against a Service record. Any payment recorded before the Service invoice has been printed, will be logged as deposit payments. Payments recorded after the service invoice has been printed, will be logged as balance payments.
Refunding Deposits
To log a deposit as refunded, double click on the payment entry within Invoicing > Payments and click on Refund. Enter the date of the refund and click Refund. The payment will now show in the Refunded Payments section.
Refunding Balance Payments
Once the Service Invoice has been printed, balance payments can be recorded.
A balance payment can only be refunded by raising a credit. Once a credit note has been printed, the balance payment will automatically show as refunded.
Parts Invoice Refunds
As with Sales and Service payments, any payments recorded before the Parts Invoice has been printed will be recorded as deposit payments. Any payments recorded once the Parts Invoice has been printed, will be recorded as balance payments.
Refunding Deposits
Once the parts have been added to the invoice, a deposit payment can be recorded. To refund this deposit, double click on the payment entry and click Refund. Enter the date of the refund and click Refund.
With a parts invoice, there is no log of the refunded payments on the invoice but this is recorded in the Transaction Log of the Customer Record.
Refunding Balance Payments
To refund any balance payments against a Parts Invoice, you would need to Credit the invoice. A Sales Credit will be generated where Refunds can be recorded.
Refunds on Parts Invoices can only be entered after a credit note has been printed. From the credit note click on the Refunds button, select the payment method, payment date and enter the payment amount and click Save.
