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Client Refunds

This guide explains how to process client refunds in Counta when a credit balance exists in Accounts Receivable.

Step by Step Guide:

    Confirm a Credit Balance

    1. Navigate to the Accounting > Receivables > Client Inquiry.

    2. Scroll through this page to find clients with a negative amount in the Balance column.

    Create a Client Refund

    3. Once the client with a credit A/R balance has been identified, you can choose to issue that client a refund.

    Notes:

    1. Set up a Supplier Type of Client to easily identify clients from vendors.

    2. Access to creating Suppliers is required unless the Client Supplier has previously been created.

    3. A Refund Clearing GL Account is required as a payable account is not used for the refund.

    4. Navigate to the Accounting > Receivables > Receipts.

    5. Click on the New Receipt button.

    6. Enter the client code in the Master Client field.

    7. Click on the Receipt Invoices link.

    8. Click the checkbox with negative balance.

    9. Mark the items to be offset by checking the corresponding box to the left and click on the CALC button.

    10. The system will provide a total for the items selected and you can verify that the total of the items selected have a credit balance.

    11. Click the Save & Close button to return to the previous page

    12. From the Receipt page, click on the Refund Client button.

    13. - If this is the first time a refund is issued for this client, the system will display the Supplier page to create a Supplier record for this client. This is required in order to refund the client.

    • This step requires access to creating Suppliers in Counta. If you do not have access, contact your System Administrator to grant access or add the Supplier record for you in lieu of this step.

    14. Create the Supplier record for your client as you would normally create a supplier. For example, specify the Default Payment Type for this client and add the Supplier Contact Details or Supplier Bank Account Details ( via the links at the top of the page) based on the payment type.

    Tip: Tip - Select Client from the Supplier Type field to tag that this supplier is a client, not a vendor.

    15. Once the Supplier record has been created, the system will display the Client Refund window. This window is also displayed if a Supplier record previously existed for the client.

    Enter or search for the Refund Clearing GL Account and optionally, a Description.
    Click Create Refund Payment button.

    Tip: Note: Both Payment Type and Refund Clearing GL Account must be filled in before proceeding.

    16. To post the receipt into the system, click on the Post button.

    17. A new link called Client Refund should appear at the top of the page. This will take you to the payment screen.