how to refund a sales receipt on desk top?

Good morning, @RaeMcL26. 

Thanks for coming to the Community with your question about how to refund a sales receipt. 

You'll need to Void the sales receipt because you can only refund payments in QuickBooks. Here's how: 

1. Go to the Customers menu. 
2. Choose the Customer Center. 
3. Pick the Transactions tab. 
4. Tap Sale Receipts. 
5. Find and open the receipt. 
6. Go to the Edit menu. 
7. Select Void Sales Receipt. 
8. Click Save & Close. 

It's that easy! Learn more about voiding or refunding customer payments in QuickBooks Desktop through this guide. 

This should do the trick. If you have any other questions, don't hesitate to ask. Have a splendid Friday and weekend ahead! 

I'm having the same problem, only I cannot void the sales receipt because it's a part of the previous day's deposit.  If I delete it, then the deposit won't match the total deposit made for that day's business.  I'm using Desktop Pro Plus 2023 but I don't use QB payments.  I'm recording the transactions after the fact.  My process is to record a sales receipt paid by credit card that is booked to undeposited funds.  Then I choose Make Deposit and select all of the credit card sales in the undeposited account for that day.  The total will match the deposit made by my merchant.  My question is, if a customer comes back later to return (whether full or partial), is it possible to record a refund sales receipt that will show up in the undeposited funds as a negative? Then I could select it with the day's transactions, it will reduce the total, and it will match the net deposit that day.

Hello, AD_4119.

I am barging in to help you handle the customer refund from the daily total deposits in QuickBooks. 

There's no need to void or create a refund sales receipt. The first method is to simply add a line item in the Make Deposits window. 

Here are the steps: 

1. Check the deposits as you normally would. Then, in the Make Deposits window, add the customer (who was refunded) under RECEIVED FROM.
2. Under FROM ACCOUNT, select the account where you want to track the refund amount.
3. Set a payment method under PMT METH. 
4. Enter the refunded amount as a negative value. 
5. Add a memo if needed. 
6. Once done, hit Save & Close. 

Here's an example of what the Make Deposits screen would look like: 

Although, another option is to use the Create Credit Memos/Refunds function for the refund. We'll want to leave the deposit as is (no deductions or refunds). 

Next, let's record the refund: 

1. Click the Customers menu.
2. Select Create Credit Memos/Refunds.
3. Add the customer on the CUSTOMER:JOB field. 
4. Under Item, select the item that was returned, then enter the amount refunded under Amount.
5. Click Save (at the top menu). A prompt should appear. Simply select Give a refund.
6. If the prompt doesn't appear, click the Use credit to give refund button.
7. Select the method from the Issue this refund via drop-down menu. 
8. Choose the bank account under Account. 
9. Set the Date, then enter a memo if needed.
10. Once done, click OK. 

More details about handling customer refunds are found here: Void or refund customer payments in QuickBooks Desktop.

If you'd like to see your total sales, and how the refund would play out in your reports, check out this guide: Understand reports.

Please let me know if you have more questions about managing customer refunds. Feel free to add if you have concerns about other entries or reports. I'm here to help.