V001 Reflecting Refunds in SIMPLer

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Notes: Refunds must be processed through your merchant account (ie IP Pay, PayPal, etc). This guide will describe our best practice on how to reflect these refunds in SIMPLer.

Customers using IP Pay or First Data as a payment gateway should follow the guide HERE to process refunds directly from SIMPLer.

A) Refund Type A: Full Refund on an unpaid invoice.

Example: Customer has an invoice for $50.00. This invoice is unpaid.

a) You could assign credit to the invoice similarly to in part C) of this document. Apply a credit for the same amount as the invoice.

b) Alternatively (and recommended), create a credit note for the amount. Click on the green “E” button beside the invoice in the

“last 5 invoices” section of SIMPLer. Once you have done so, please click on “modify invoice” from the left-hand

menu.

On the next page, you will be given the option to credit the invoice.

B) Refund Type B: Full Refund on a Paid invoice.

The easiest way to reflect a full refund on a paid invoice is to click on the green “E” button beside the invoice in the

“last 5 invoices” section of SIMPLer. Once you have done so, please click on “modify invoice” from the left-hand

menu.

On the next page, you will be given the option to credit the invoice.

When you click on credit, you will be given two options:

-by default the money will be considered refunded via your merchant gateway.

-the second option allows for you to keep the money on the customer’s account (in the prepayments table) and use it

against future invoices.

C) Refund Type C: Partial Refund on an unpaid invoice.

Example: Customer has an invoice for a certain sum. This invoice is unpaid but you wish to exclude part of this outstanding invoice due and give credit against it due to an outage for example. In this case I will use an invoice for $54.13 and apply credit for $50, leaving $4.13 outstanding from the customer.

Step One: Add a custom credit for the amount required, in this case, $50. You can access the credits page from the billing details section of your customer's page (see exact location in Fig. 1), or from the credits section on the left hand menu on the customer's account.

Step Two: Once you arrive at the credits page, click add, as per Fig. 2.

Step Three: Enter the correct date, description and amount for your credit and click add. (See Fig. 3)

Step Four: To assign this credit to your invoice click on the green "E" next to your invoice under the "last 5 invoices" section. (See Fig. 4)

Step Five: On your invoices page, select "modify" from the credit section near the bottom of the page (See Fig. 5)

Step Six: Allocate your credit to the invoice. Make sure the amount is correct. (See Fig. 6)

Step Seven: Review credit details as per Fig. 7-1 and 7-2.

D) Refund Type D: Partial Refund on a paid invoice.

Example: An invoice has been generated and paid off in SIMPLer by a customer for $84.70. You have since given the customer a refund through your merchant (IP Pay, Paypal, etc) for $24.70 and wish for only $60 to be outstanding on this account.

Step One: Generate a custom invoice with a NEGATIVE amount for $-24.70. Custom invoices can be accessed from the Quick Links on your customer's account as per Fig. 8.

Step Two: Generate a custom invoice using a "general" product or a "credit" product, adding an appropriate description - note: you may need to set up such a product in advance. Make sure that the amount is negative and ad the product to the invoice. Make sure to remember to click "add custom invoice". See Fig. 9 for details.

Step Three: On your customer's account, navigate to the "apply payment to invoices" page. (See Fig. 10 for location)

Step Four: Mark the invoice as paid (See Fig. 11). Make sure to include the correct date and narrative.

Step Five: Check Customer account and financial reports to make sure you are happy with the results.

E) Refund Type E: Refunding a Prepayment.

1) Generate a custom invoice on the customer’s account for an amount to be exactly amount of the remaining

prepayment.

2) Go to invoices -> lodge prepayments to assign payment to that invoice.

3) Go back to the customer account, scroll down to the "Last 5 invoices" section click on (E) near the invoice created.

On the next page click "Modify Invoice" on the left hand menu. On the next page click "Credit" button to credit out the

invoice.

4) Once you do that it will create a credit note, which will balance out just generated invoice and create a refund for the

amount - this you will see on the customer statement.

5) This only updates local SIMPLer database, so to refund real money you have to go to your merchant account and

send money back to customer.