Recording a Refund

Introduction

This article provides step-by-step instructions on how to record a refund in Thentia Cloud. It's important to note that while the system allows you to document the refund, the actual refund must be processed externally, outside of the platform (e.g., via your payment processor or accounting system).

1. Access the Finance Module
   • Select the grid icon in the upper-right corner of the screen.
   • Choose the Finance module.

2. Open the Invoice
   • From the left-side menu, navigate to Billing > Invoices.
   • Locate the invoice you need to refund.
     Double-click on a blank area or a non-hyperlinked field (not highlighted in blue) to open the invoice record.
3. Create a Credit Item
   
   • Select the Pay Invoice icon on the toolbar.
   • In the Process Payment pop-up window, choose Create Credit Item from the available actions.
     Select the item(s) to credit and input the amount.
   • Click the Process button on the lower portion of the window..
4. A credit line item is now created, and the Total Due is reduced by the credited amount. This also updates the Refund Owing field.
5. Apply the Refund (Please close and reopen the Invoice to take the next steps)
   
   • Click the Pay Invoice icon again.
   • Select Issue Refund from the action dropdown.
   • From the list, select the credit item you just created.
   • In the Select Payment Method field, choose the appropriate refund method (e.g., Cheque, EFT, Credit Card).
   • If applicable, enter a reference number.
   • Click the Process button to complete the transaction.
6. A refund entry is now recorded under the Payments section.
7. Review the Updated Invoice
   • Navigate back to Invoice Details to confirm that the refund has been successfully recorded.
   • The Total Due should now be $0, indicating the balance has been resolved.