I take in person sales via Square that get loaded into my “Square Holding Account” in the banking section on Quickfile. I tag these sales as “General Sale” using the “Something else not on this list” option. This has been fine until I had to give a refund for the first time this week. I processed the refund via Square as the customer had paid via that, however, now when I go to tag it, it wants me to tag it against a customer, but obviously I don’t have the customer in Square as I don’t input customer details and they are just a person I served in person. I’ve looked at the "
Something else not on this list" section, but there isn’t a “General Refund” equivalent for the “General Sale” so now I’m not able to tag it.
I have had a similar issue, I have issued a refund to a customer from a partly paid invoice, but the invoice was in the previous VAT quarter. When i try to allocate refund to client, I type in their name as is saved but it comes up with this message:
‘No qualifying sales invoice could be found to refund against. Make sure the corresponding invoice has been logged before you attempt to process this refund.’
How do I tag the refund? As I have paid the VAT on the incoming amount that has now been refunded and I want it to be tagged correctly so the VAT can be returned.
This is not specific to the fact the invoice was in a previous VAT quarter - tagging a bank transaction as refund to a customer will only ever offer fully paid up invoices that exactly match the refund value. For partially paid invoices or partial refunds you’ll have to find the original invoice in your sales section and click the “more options” button at the top, then “credit note”. This should give you all the options to choose from, whether that’s crediting for amounts already paid, or reducing the unpaid balance of an unpaid or partly paid invoice.
When you’ve edited the credit note to give the correct amount for the refund, you set the credit note date to the date when the refund happened and then save it and select the bank account that the refund came out of. This will create a new pre-tagged money out transaction in that bank account, and you can delete the untagged duplicate transaction to get the balance back into sync.