Supplier Purchase Amount Returned

[powerette]

Hi,

We ordered a prepaid item from a supplier which we paid. The arrival date for the item kept changing, so we cancelled the order. We paid and reconciled the original invoice which was over a month ago.  We then requested a refund which has just been given.

What is the best way to action this?

Thank you.

[Tracey_H]

Hi @powerette 

Thanks for your post. When you have paid for a purchase in full and then receive a refund you can follow these steps to record that in AccountRight:

1. reverse the original purchase transaction
2. go to Purchases Register>>Returns & Debits tab
3. highlight the reversal transaction
4. click on Receive Refund
5. the Settle Returns & Debits window opens, enter applicable information
6. click on Record

I'll also give you these help articles which have detailed information on supplier returns:

Supplier returns, debits and refunds 

Settling supplier debits

Please let me know if you need further help.

If my response has answered your enquiry please click "Accept as Solution" to assist other users find this information.

[powerette]

Hi Tracey,

I clicked on Transactions can't be changed, they must be reversed. Then after doing that and reversing the bill it has gone to Closed Bills. Sorry, Im unsure of what I did wrong or how to fix it.

[Tracey_H]

Hi @powerette 

Is the original bill in Closed Bills or the reversal? The original bill should be in Closed Bills because you have not made any changes to that transaction, it's still a paid (closed) bill. The reversal should be in the Returns & Debits tab. 

If the reversal is not in the Returns & Debits tab can you send me screenshots of the reversal transaction and Purchases Register>>filter by that supplier>>All Purchases tab. Make sure you remove any sensitive information from screenshots prior to posting on the forum.

[powerette]

Hi Tracey,

Its in Closed Bills, but not in Returns & Debits. I think its the original. I'm not sure where any other transactions are. It says it is Closed as of 07/04/2021.

Thats all I can find. Sorry

[Tracey_H]

Hi @powerette 

Can I get you to send me a screenshot of the Purchases Register>>Closed Bills. 

You need to find what happened to the reversal or make sure it was actually recorded. So to find it I'd check the following;

• Transaction Journal>>Purchases tab
• run the Journal Security Audit report (Reports>>Accounts>>Security & Audit) and filter by Purchases
• Purchases Register>>All Purchases tab and filter by the Supplier

Please let me know how you are going with this.

[powerette]

Hi Tracey,

For the life of me I can't find what you are describing.

Is there any way I can speak to you, possibly tomorrow morning, to talk me through it?

[Tracey_H]

Hi @powerette 

In the Find Transactions window the reversal will look like this:

In the Journal Security Audit it will look like this (filter by Source Journal and Transaction Change):

Also try running the Supplier ledger report filtered by that supplier:

If you can't find the reversal anywhere, I would guess that it hasn't been recorded. If that's the case, open the original transaction, click on Edit, select Reverse Transaction, wait until the reversal transaction appears and click on Record.

Let me know how you go.

[powerette]

Hi Tracey,

I couldnt find it, so did the second part of your message, and did the Reversal whih s now in Returns & Debits.

What is my next step to get ready for reconciling?

[Tracey_H · Accepted solution]

Hi @powerette 

Ok so now that the reversal is in the Returns & Debits tab, highlight it and click on Receive Refund:

The Settle Returns & Debits window opens, make sure the bank account is correct and change the date to the date the refund was deposited into your bank account. Click on Record:

If you use bank feeds, go to Bank Feeds window and you'll have that refund transaction to match with the bank feed transaction:

Please let me know how you go with this.

If my response has answered your enquiry please click "Accept as Solution" to assist other users find this information.