Getting started with shopVOX
Getting started with shopVOX
Your Account
Icons and Interface Tour
Inviting Users to Your Team
Setting Roles for your Team
My Profile + SMTP Settings
Import Customers & Contacts from your Accounting software
Adding Vendors
How do I Update Our Billing Info?
Connecting Your Sage One Accounting to shopVOX
Transaction Numbers Settings
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Setup Vendor Catalogs
A Guide to Creating Your First Order
Microsoft Outlook - Two Factor Authentication
Importing and Exporting Customers & Contacts with a spreadsheet
Transactions: New Quote
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Transactions: What are Transactions?
Transactions: New Sales Order
"What's New" Feature: Your Guide to shopVOX Updates
How Do I Cancel My shopVOX Account?
Transactions: New Invoice
Service Job: Streamline Your Workflow with shopVOX's New Service Job Feature
How to Create a Quote
shopVOX's History Tracking for Quotes, Sales Orders, Invoices, and Jobs
Save Time with Emailed Document Templates
shopVOX Express vs. Pro. Explaining the differences in Workflow
Optimizing Quotation Efficiency: Unlocking the Power of Multiple Quantities with shopVOX
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- How to Issue Refunds and Credit Memos
How to Issue Refunds and Credit Memos
Updated
by Tyler MacDonald
When a customer has made a payment for a purchase, but due to certain circumstances, they are entitled to receive their money back, a refund is issued. This process involves returning the actual amount of money to the customer that they paid for the purchase.
On the other hand, a Credit Memo is a useful tool for recording a credit or adjustment that can alter the balance of an invoice. This formal statement serves as a record of the credit or adjustment, and it helps in keeping track of any changes in the balance of an invoice.
It is important to note that Credit Memos can only be created for invoices and not for any other type of transaction. This means that if you want to make a credit or adjustment to a purchase order or a sales order, you will need to create an invoice first, and then create a Credit Memo against that invoice. By doing this, you can ensure that your records are accurate and up-to-date.
Understanding Credit Memos and Refunds in shopVOX
When a customer is entitled to receive their money back due to certain circumstances, a refund is issued, which involves the actual transfer of funds back to the customer. However, it's important to clarify that shopVOX does not hold or process these refunds. Instead, the platform provides a Credit Memo feature that serves as a record-keeping tool for adjustments or credits that can alter the balance of an invoice. This formal statement helps track any changes in the invoice balance without involving the actual monetary transaction. Therefore, while shopVOX helps manage and document these credits and adjustments, the actual refund process must be handled separately outside the platform. This distinction ensures that all financial records are accurately maintained without shopVOX being directly responsible for holding or transferring funds.
How to Create a Refund
Let's convert a Sales Order to an Invoice. Apply a payment, and issue a refund
- Open up a Sales Order. Transactions > Sales Orders > Select a Sales Order, select the blue action button, and select "Convert to Invoice"
- On the Convert to Invoice screen, select the Green "Convert to Invoice" button.
- Your Sales Order will be converted into an invoice. Now select Transactions > Payments from the top toolbar
- From the Payments screen, select "+Add New Payment"
- From the New Payment Screen, select the invoice you wish to pay and enter the "Amount to Apply", as well as the "Amount Paid", then "Save Payment"It's very important to uncheck "Calculate Amount Paid" and enter in a value that's greater than the "Amount to Apply". Remember, this is an example of overpayment. Without doing this step, you will not be able to see how a refund is created
- You will see a new window with your Payment #. It will show the Amount Paid as well as the Balance.
- Select the blue action button and choose "Add Refund"
- The next screen will show you the Refund that's available. Adjust any details, and select Add New Refund
- Your payment will be adjusted with the new Balance and Refunded amount showing.
![](https://files.helpdocs.io/es28aso88j/articles/tt4e8qj0qc/1653073388052/image.png)
How to Create a Credit Memo
- Select Transactions > Invoices from the top toolbar.
![](https://files.helpdocs.io/es28aso88j/articles/tt4e8qj0qc/1653008998233/image.png)
![](https://files.helpdocs.io/es28aso88j/articles/tt4e8qj0qc/1653009080474/image.png)
- Select the Invoice that requires a Credit Memo
- Click on the Blue Actions button and select - Create Credit Memo.
![](https://files.helpdocs.io/es28aso88j/articles/tt4e8qj0qc/1653009359062/image.png)
![](https://files.helpdocs.io/es28aso88j/articles/tt4e8qj0qc/1653009600840/image.png)
- Select the check box beside the lit item(s) you would like
- Click on Create Credit Memo.
![](https://files.helpdocs.io/es28aso88j/articles/tt4e8qj0qc/1653010337819/image.png)
- Review the balance on the bottom of the invoice to see how the Credit Memo is calculating
![](https://files.helpdocs.io/es28aso88j/articles/tt4e8qj0qc/1653010963950/image.png)
- Click on the "Related Tab" to review anything associated with the Invoice.
![](https://files.helpdocs.io/es28aso88j/articles/tt4e8qj0qc/1653011162745/image.png)
![](https://files.helpdocs.io/es28aso88j/articles/tt4e8qj0qc/1653011362838/image.png)
Here are some situations to consider when you might use Credit Memos:
- Your customer has already paid the full amount, and you agree to give a credit to be used on future orders. In this scenario, create a credit memo and then record some sort of refund on the invoice.
- The customer made a partial payment, and an agreement was made to credit part of the order. In this scenario, create a credit memo for the credit amount. If done properly, this credit memo will now show that the invoice balance owed is $0. This credit memo represents your company taking a loss on the invoice, and it also satisfies the remaining balance so it falls off the collections module.
- Sometimes customers make payments that are nominally short or over (+/- $1 depending on your currency). In these instances, credit memos allow you to correct/reconcile these discrepancies toward the invoice so that they are removed from your collection reports. They are a great way to get invoices to a zero balance.
![](https://files.helpdocs.io/es28aso88j/articles/tt4e8qj0qc/1650288158242/0.png)