Refunds from the contact detail page

Refunds from the contact detail page


Issuing Refunds on the Contact Page


Overview

This module explains how to issue refunds directly from a contact’s detail page in OpsDriver. This workflow is typically used when a customer has overpaid or when a manual credit needs to be returned.

1. When to Use This Feature


Use the Issue Refund functionality when:

  • A customer has an overpayment or credit on their account

  • You need to return funds rather than apply them to a future booking

  • You want clean and auditable accounting records

2. Navigating to the Contact


Step-by-Step Instructions:

  1. Go to Sales > Contacts.

  2. Search for and open the customer’s contact record.

  3. Scroll to the Invoices and Payments section.


Here, you will see:

  • All past invoices

  • All recorded payments

  • Any current customer credit balances

3. Identifying Overpayments


In the payment section:

  • Look for a Customer Credit balance (e.g., $920.20).

  • This indicates excess payment that is not yet applied to an invoice.

4. Issuing the Refund


Step-by-Step Instructions:

  1. Click the Issue Refund button.

  2. A modal will appear with refund details.


Fill out the required fields:

  • Date (e.g., today’s date or the actual refund transaction date)

  • Amount (can be partial or full credit value)

  • Type: Set to Refund

  • Reason (e.g., “Overpayment being returned”)

  • GL Code (optional, for accounting purposes)

  • Transaction Reference (optional)


  1. Click Issue Refund.


The system will:

  • Apply the refund

  • Update the customer’s credit balance

  • Record a new refund transaction

5. Final Result

  • The customer’s credit balance is reduced or cleared

  • A refund entry appears in their payment history

  • Your accounting records are up to date with transaction references

Best Practices

  • Use clear, consistent reasons (e.g., “Overpayment”, “Trip Cancelled”)

  • Set GL codes for financial tracking and reconciliation

  • Keep transaction notes for audit trail or customer service



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