Refunding Overpaid Bookings Using Customer Credits

Refunding Overpaid Bookings Using Customer Credits


Generating refunds via customer credits


Overview

This module explains how to manage overpayments by generating customer credits and issuing refunds. It ensures that both the booking and the customer’s account are accurately reconciled in OpsDriver.

1. When to Use This Workflow


Use this process when:

  • A customer has overpaid for a booking

  • You need to issue a refund for the overpayment

  • You want both the booking and the customer account to zero out for accurate month-end reconciliation

2. Example Scenario

  • Total Booking Amount: $4,805

  • Customer Payment Received: $5,000

  • Overpayment: $195

3. Step 1: Generate a Customer Credit


Instructions:

  1. Open the booking where the overpayment occurred.

  2. Click Create Customer Credit.

  3. The system will:

    • Auto-populate the contact

    • Auto-fill the overpaid amount (e.g., $195)

  4. Enter a reason, such as:

    "Overpaid on booking #315-0"

  5. Click Create Credit


This step balances the booking so that it shows $0 due and creates a credit on the customer’s account.

4. Step 2: Issue a Refund Against the Credit


Instructions:

  1. Go to Sales > Contacts.

  2. Search for and open the relevant customer profile.

  3. Scroll to the Customer Credit section.

  4. Click New Customer Credit.

  5. Enter a negative credit of the same amount (e.g., -$195).

  6. Reference the original booking in the reason:

    "Refund for overpayment on booking #315-0"


This effectively removes the credit from the customer account to reflect that a refund was issued.

5. Final Result

  • The booking balance is zero

  • The customer credit balance is zero

  • Your books are clean for month-end reconciliation

Best Practices

  • Always include a clear booking reference in both the credit and refund descriptions

  • Use the refund tool to track the full audit trail

  • If the customer prefers to leave the credit for future use, skip the refund step



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