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M
MikahKreko
March 6, 2025
Question

Donation (sales receipt) refund in QB Premier Nonprofit Edition 2016

  • March 6, 2025
  • 1 reply
  • 0 views

Hi, 

For unknown reasons, we are still on the 2016 edition. I know. Ridiculous. Anyway, I recorded a donation (sales receipt) in January. I refunded the credit card for the transaction and need to record the refund. Having some trouble since I can't find instructions. They probably don't exist anymore since we're using a decade-old software. Please advise. 

Thanks, Mikah

    1 reply

    R
    rvrfrf
    March 6, 2025

    Thanks for getting in touch with the Community, MikahKreko. I appreciate your detailed information.

     

    You can record a refund in QuickBooks from the Create Credit Memos/Refunds screen. Initially you'll need to create a credit memo.

     

    Here's how:
     

    1. In your top menu bar, go to Customers, then Create Credit Memos/Refunds.
    2. From the Customer:Job drop-down list, choose a customer.
    3. Specify which items you're giving a credit for.
    4. Select Save & Close.

     

    In your Available Credit window, pick Give a refund and click OK. You can issue the refund in cash or a check. If your customer used a credit card, you can refer to our Void or refund customer payments article.

     

    In the event you refunded your customer with cash or a check, you can refer to Option 2: Give a refund section in our Give your customer a credit or refund article.

     

    Please feel welcome to send a reply if there's any additional questions. Have a wonderful Thursday!

    M
    MikahKrekoAuthor
    March 6, 2025

    Creating the credit memo is easy enough BUT the credit card was not refunded through QB so I'm not sure how to apply the credit memo. When the Available Credit window comes up, which option do I need to select? 

    S
    Shania_C
    March 6, 2025

    Thanks for reaching out with additional details about applying a credit memo for a donation refund in QuickBooks Desktop, @MikahKreko.

     

    To start, from the given options on your screen, you need to choose the Give refund in the Available Credit window in QuickBooks Desktop. This ensures accurate record-keeping by documenting the transaction, even if the credit card refund was processed outside of QuickBooks. This action maintains customer account accuracy, and aligns with standard accounting practices and future reconciliations.

     

     

     

    In addition, credit memo is an internal document provided by a seller that indicates a reduction in the amount a buyer owes, usually applied to future purchases or adjustments. In contrast, a refund involves returning money directly to a customer, typically when a product is returned or a service is canceled, affecting cash flow by sending funds back via the original payment method. While credit memos adjust account balances, refunds directly impact cash flow.

     

    Moreover, you might find it helpful to review this article, which serves as a guide for tracking customer transactions in QuickBooks Desktop: Get started with customer transaction workflows in QuickBooks Desktop.

     

    Feel free to reach out if you have any further concerns about applying a refund or credit memo transactions in QuickBooks Desktop. Just leave a comment below, and I'll be happy to assist with the information you require.

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