Question

Credit Card Refund

Forum|Forum|4 years ago
June 8, 2022
19 replies
7 views

Hi,

How should I post a credit card refund when the credit card sales/refunds are handled by WorldPay?

If I make £400 of sales and £100 of refunds in one day the End of Day totals from the Merchant machine will show £400Dr and £100Cr and a Total of £300.

In QBO, I enter the sales as Sales Receipts (Deposit to Outstanding Income) and I enter the refund as a Refund Receipt (Refund from Outstanding Income).

A few days later I receive a payment from WorldPay to my bank account for £300. I can match that against the Sales Receipts for the day (£400) but the Refund isn't available on the screen to match.

As a work around I used the Resolve option at the bottom of the match screen to create an Expenses of £100 and posted that to Outstanding Income. I included the Refund Transactions receipt number in the resolving expenses Description so that there is an indication that they should match. Doing this, the days transactions are all posted and the accounts balance. However, I have 2 unreconciled transactions in the Outstanding Income account and a bit of extra messing about.

[Actually, on further investigation, the above isn't a solution because the Expense transaction created to balance the Bank deposit is now appearing as a potential match on other bank transactions.!!!]

So, I'm going to enter my Credit Card Sales/Refunds as splits on the Bank deposit from WorldPay and will not be using QBO Sales Receipts/Refund Receipts.

This does seem like a fairly poor solution. Is there a better solution? Why are the Refund Receipts not available on the Match Transactions screen?

Thank you for your help.

QuickBooks Online

A

Ashleigh1

Level 14

Hello DK1992,

Welcome to the Community page,

If the amounts are being refunded to your credit card then you would use credit card credit option within the +new section. If you are refunding a customer for all or part of an invoice or sales receipt then you would use a refund receipt, this creates a spent amount that you should be able to match to the same amount going out of the banking page/ bank statement. In regards to your question

Why are the Refund Receipts not available on the Match Transactions screen? It should bring up a match for you, so something must be different if it is not bringing up one for you, so either the amount, account, customer or date it has left the bank is different therefore it will not bring up a match for you.

D

DK1992Author

Hi Ashleigh,

Thanks for looking at this. I am refunding a customer so did use a Refund Receipt, but the transaction didn't appear on the Match Transactions page.

The date of the Refund Receipt was the date of the refund. This was 3 days before the Bank transaction I was trying to match to and the same date as Sales Receipts which were available on the Match Transactions screen.

The Refund Receipt and Sales Receipts were all posted to Outstanding Income. The Sales Receipts were available but the Refund Receipt wasn't.

This does seem like a bug to me. Is this a known issue? Is there a recommended work around?

Thanks

A

Ashleigh1

Level 14

Was there ever a solution to this? I'm running into the same problem.

Things I've tried:

- Refund Receipt (this is what you should be able to do as that's what you're doing, refunding a sales receipt).

- I've tried rather than refund receipt creating a credit note. Then add an expense against the customer as a debtor. After doing this the expense appears on the Match Transactions list. However if you check the box it adds as if it is taking a payment, not refunding. So in my instance, it's a refund for £102 that makes up part of a payment from Worldpay. When I add in the £102 expense in the match list, rather than reducing the difference from £102 to £0, it becomes £204.

- If I then create a payment received the way you'd normally do when clearing a refund the transaction then disappears from the match list and back to square one.

There's got to be a solution to this. It's impossible to reconcile without.

Hello RyanMalone, thanks for commenting on this thread, so a refund receipt should match on the banking screening. All you should need is a refund receipt, however if it’s a single receipt, and you are getting on transaction showing up that covers multiple sales and refunds then it may not work, in that case the sales receipts and refund receipts should be posted to undeposited funds and you can create a deposit containing the appropriate amounts from there.

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