How do I create a refund check for a Client? [FAQ]

These steps assume that the client has an unapplied credit memo that you need to refund to the client:

1. Create a regular client invoice that debits AR and credits SUSPENSE for the amount of the open credit memo. The client invoice, by default, will target/credit your AR account. The client invoice line needs to be created with the Sales GL Account set to your desired SUSPENSE account.
2. Select the Apply Credits tab on that client invoice and apply the credit memo against it to close out both client invoices.
3. Setup the client as a vendor.
4. Create a vendor invoice for the vendor for the refund amount. The vendor invoice will need to credit AP and debit SUSPENSE. The vendor invoice, by default, will target credit your AP account. The positive value vendor invoice line needs to be created with the Expense GL Account set to the SUSPENSE account used in your credit memo in step I.
5. Go to Select Invoices for Payment under the Purchasing menu and create the payment.
6. Go to the Print Checks screen under the Purchasing menu to print the refund check.

In the case of the refund is due to an unused portion of an Advance Bill Client Invoice:

If the advanced bill was not paid and not applied:

1. Create a credit memo invoice. The client invoice credit memo, by default, will target/credit your AR account. The negative value client invoice line needs to be created with the Sales GL account set to your desired Suspense account.
2. Apply to advanced bill invoice.
3. Create a regular client invoice. The client invoice, by default, will target/credit your AR account. The positive value client invoice line needs to be created with the Sales GL account set to the same Sales GL account selected in step I.
4. Apply advanced bill invoice to that invoice
5. Post all
   This clears the open AR amount and the Unapplied Advance Bill amount from the Advance Bill client invoice.

If the advanced bill was paid by the client:

1. Create a regular client invoice
2. Apply the advance to the invoice.
3. Set up the client as a vendor
4. Create a payment to the client-vendor. Choose the option to apply to an expense account, but instead of an expense account choose the sales account from the regular invoice.
5. Print/post

In the case of the refund is due to an Unapplied Amount from a client receipt:

If you cannot edit the Receipt:

1. Create a regular client invoice that debits AR and credits SUSPENSE for the amount of the open unapplied amount. The client invoice, by default, will target/credit your AR account. The positive value client invoice line needs to be created with the Sales GL Account set to your desired SUSPENSE account.
2. Select the Apply Prepayment on that client invoice and apply the unapplied amount against it to close out the client invoice and unapplied amount.
3. Setup the client as a vendor.
4. Create a vendor invoice for the vendor for the refund amount. The vendor invoice will need to credit AP and debit SUSPENSE. The vendor invoice, by default, will target/credit your AP account. The positive value vendor invoice line needs to be created with the Expense GL Account set to the SUSPENSE account used in your client invoice created in step I.
5. Go to Select Invoices for Payment under the Purchasing menu and create the payment.
6. Go to the Print Checks screen under the Purchasing menu to print the refund check.
7. Print/post

If you can edit the receipt:

1. Unpost the Receipt and choose a Suspense Account to apply to in the Sales line. Repost.
2. If you haven't already, convert the Client to also be a Vendor.
3. Create the payment, add an expense line and use the same account used from the receipt.
4. Go to your Print Check screen for processing.