Apply a Refund

Overview
Your potential customer backed out and you need to refund her deposit... here's how.

From an actual case as reported by one of our users...

Mrs. Green was so excited about the modifications to her landscape:  so much so that she had put down a $500.00 deposit on the upcoming work.

But...

Things change, and having to replace her water heater takes priority over your landscape job.   Now you need to refund her deposit - and here's the easiest way to do it...

Here's How

When you go to the job and click the Payments button (upper-right), you'll see the deposit that was initially applied to the job.  

If you click the right-arrow at the end of the deposit line, the page will expand to show the details of the original payment (date, amount, etc.) and will also present a Refund button (lower-right).  

Clicking the refund button will allow you to enter in the refund method (e.g., cash, credit card, etc.), the amount, and any notes or Transaction ID (TxnID) you wish to assign to the refund. (Note that the date assumes you are making the refund in-the-moment, and displays today's date.)

Once you have filled out the refund fields, click the Submit Refund button.  If you've refunded the exact amount of the initial deposit, the Payments amount should show $0.00.  

If you've applied any penalty or incurred any costs which must be deducted (e.g., you purchased some item for the job which you cannot use or return), the amount may differ.

Once you've completed the refund to the extent allowed, you can now remove the active job or demote it to a non-active state.

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Reports 

Let's talk about reports for a moment. There are a few reports you can use to apply refunds and there are a few reports that show refund data.

First, we'll talk about applying refunds through reports. The three main reports that allow you to apply refunds are the Jobs Report, Visits Report, and the Invoices Report (you can learn more about those reports by clicking here). Depending on how you have your report columns set up, you'll be able to either find or add the Payments Column and follow the same steps that were detailed above.

Next, there are two reports that incorporate refund data into their metrics. The first is the Payment Records Report and the second is the Payment Totals Report

The Payment Records Report has a checkbox in the top right that allows you to only show jobs or visits with refunds applied.

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The Payment Totals Report on the other hand, just incorporates refunds into the payment calculation. The calculation is as follows (All Payments - Refunds = Total Payments).

 

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Comments

1 comment
  • You mention deposits, as I understand it there is no way to record or track deposits within Single Ops. Could this be feature in the future?

    On our planting jobs we want to collect 50% of the total as deposit. Currently we would have to calculate that amount ourselves and ask the customer to make payment through single ops, cut a check, or AHC payments. When this happens we have no way or searching through single ops to see who has made deposits or tracking how much of our money came from deposits.

    Thanks for this helpful article.

    1

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