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)

3. 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