Refunding an invoice

How to refund an invoice

To refund an existing invoice from a Calendar:

1. Right click a booking that has been invoiced and choose the Invoice – View/Edit menu option, OR single click the booking and click the Invoice – View/Edit ribbon option. The Transaction form will be opened.
2. Click the Refund button at the bottom of the form. Choose Yes on the prompt to confirm, and a new refund based on the invoice will be created. Note: Only invoices that have been flagged as “Completed” can be refunded.
3. All bookings and retail sales that were on the original invoice will intially be set to be fully refunded, the refund amounts can be adjusted in the “Refund” column. To prevent a booking or retail sale to be refunded, set the Refund amount to zero. The refund amounts cannot exceed the invoiced amount.
4. If a tip was included in the original invoice this will also be set to refunded initially, the amount can be adjusted in the “Tips” field.
5. You can enter any notes on the refund using the “Notes” drop-down, untick “Show Notes on Refund (Invoice)” if you do not wish these to appear on the printed refund.
6. To specify how the customer was refunded, select the “Refund Method”, enter a reference number if required, and enter in the refund amount. These will default to the payment method used on the original invoice. Refunds by two different methods can be entered by ticking the “Split Refund” checkbox, and entering in details of the second refund. Note: To add the refund total to the customer’s balance in PetLinx instead of refunding it, leave the refund methods and amounts blank.
7. Click the Save button to save the refund. The customer’s “Current Balance” will be updated based on the “Balance” amount.
8. Clicking the Preview button previews the printed refund, or clicking Print will print the refund immediately. Alternatively the Email button exports the refund to PDF format, and emails the PDF to the customer’s email address. The subject and content of the email is specified in the “Emailing of Transaction” section of the System Options – Invoicing tab.
9. Click OK to close the Transaction form.

In the Customer flyout:

1. Locate the customer in the Customer/Pet List or search for the customer. Once found, double click or hit the ENTER key to open the customer flyout. Click the Transactions tab.
2. Click the > button on the right hand edge of the invoice to be refunded in the grid. The Transaction form will be opened.
3. Complete the refunding of the invoice as described in the previous section.
4. Once finished, click OK to close the Transaction form.

Note: If you are using the Deskop Network or Cloud editions of PetLinx, users with the “General User” security group will only have the ability to refund invoices if the “Create Refunds” permission is ticked in the System Options form, Security tab.