Cannot assign a Class to a POS Refund in QuickBooks

Legacy KB ID: 4539

Question

I gave a customer a refund in Retail POS.  The original sale was assigned to a Class after the information was posted to QuickBooks.  When I try to assign the refund to the same Class, QuickBooks will not save the change.  Why?

Answer

Generally, you can alter forms created in Retail POS in QuickBooks.  Refunds in POS are handled as Adjustment Notes in QuickBooks.  This may cause a problem as an Adjustment Note is linked to a customer.  Refunds to Credit Sales do not cause a problem and this refund form can be modified in QuickBooks.

Refunds to Cash Sales cannot be properly handled in QuickBooks as the original Sale is not assigned to a customer, and Refunds are assigned to a customer Reversal Customer.  The Adjustment Note for Reversal customer cannot be applied to a simple Sales Receipt.   Consequently this Adjustment Note is locked.

You can still make modifications to the form, but when you click on Save & Close or Save & New, nothing happens. 

 

Workaround

 

Where the Refund is the full amount of the original item cost:

Remove the Class tag in the original Sales Receipt.

The original transaction and its full refund will appear in the Unclassified column of any report by Class.

 

Where the Refund is part of the amount of the original item cost:

1.    Create a new Service Item called POS Refund;

If you are using a number of Sales accounts, you will need one for each Sales account;

  1. Add this POS Refund item to the original Sales Receipt, enter the amount of the partial refund and do not assign it to a Class;
  2. Modify the amount of the original sale by the amount of the partial refund;
  3. Ensure that the Total of the Sales Receipt remains at 0.00.
  4. Save & Close to complete.

Your sale now has two components – one to a Class for the amount that will be received and the refund amount assigned to no class and will appear in the Unclassified column of any report by Class, together with its refund

 

How did we do?

Changed amounts on a memorized payee transaction not automatically adjusted

Error: There are no Held Transactions to retrieve – when scanning a product barcode in Retail POS

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