Service Refunds
The customer has paid for a treatment but does not use the whole course, or both sides agree to stop — the corresponding money goes back through a service refund. Unlike a deposit refund, this money was already recognised as revenue, so refunding it affects the period's reports directly.
Illustration of the Refund service screen
| Area | What it is |
|---|---|
| 1. Export button | Save the refund list to a file. |
| 2. Search and Service refund date | Search by customer; change the range for another period. |
| 3. Refund amount column | How much went back to the customer. |
The other columns: Customer, Phone, Receipt code and Branch. The last line is the total refunded for the range on screen.
Service refund versus deposit refund
| Service refund | Advance payment refund | |
|---|---|---|
| The original money was | Service money, already counted as revenue | A deposit, not yet revenue |
| Effect | Reduces the period's revenue | Returns money held on the customer's behalf |
| Usually goes with | Stopping a course, changing the treatment plan | Cancelling before anything was done |
Getting the distinction right is what lets the profit and loss reflect the period properly.
Where it is created
A service refund is raised from the customer's course or order, so it is always attached to the specific service that was paid for. This screen is where you look those refunds up again.
Filter refunds by period and compare against revenue: a large refund at the very end of a period that has not been recognised leaves the financial statements higher than reality.
Related
- Deposit Refunds — returning a deposit.
- Order Management — orders and how much is paid.
- Payment Vouchers — each time a customer paid.