In the Square integration refunds can occur in two events:
- At the point of sale (within the same transaction)
- After the sale (on the same day)
Refunds can either be full or partial and here is how both are handled in Unify Enterprise with QuickBooks Desktop or Netsuite:
When a refund occurs in a previously downloaded order, Unify Enterprise will indicate that within the order in the inbox.
The amount of the refund is indicated in the order detail of the order:
The status of the refund (full or partial) is in the returns tab
Creating a credit memo the Square refund/return in QuickBooks Desktop
In order for Unify Enterprise to properly account for this refund in QuickBooks the original order must be posted to QuickBooks prior to handing the refund/return.
Step 1: In the returns tab in the order detail click the Post Refund button
Step 2: Choose the type of action that should be taken in QuickBooks
- Void transaction - if a full refund has occurred, selecting this option will void the original transaction created in Quickbooks.
- Create Return Authorization - this is best used if there is a partial refund/return against some of the items in the original transaction. This will create a credit memo for the refunded amount and item in QuickBooks.
Step 3: Creating a return Authorization
The item being refunded/returned will have the amount, qty in order and qty cancel columns. Since this area displays all of the items and their amounts in the original order it is necessary for the user to zero out the item price for all items that have 0 qty in the qty cancel column.
If the refunded/returned item is in re-sellable condition, then check the box in the Re-adjust Qty column to return the refunded/returned item into QuickBooks.
When all item qty and qty cancel have been adjusted click on the Post to Netsuite/QuickBooks button to create the credit memo in the accounting system.
Step 4: Viewing the refund in the accounting system
Note: All refunds will be a part of the End of day deposit provided by Square and can be audited and double-checked by the user in the export of the end of day deposit