Enter customer sales payments (refunds)

Find this screen

Open: Sales Ledger > Enter Transactions > Payment

Open: Cash Book > Payments and Receipts > Sales and Purchase > Sales Payment

Note: You can enter payments in the Cash Book as well as the Sales Ledger.

How to

Enter a customer sales payment (refund)

Open: Sales Ledger > Enter Transactions > Payment

1. Select the Bank account.

   Note: If you haven't created any bank accounts in the Cash Book, you can select the Nominal account you want to use. If you use the Nominal account, you cannot enter foreign currency transactions.

   If the cheque currency is different from the bank currency you also need to enter Exchange details and Bank charges for the payment. Bank charge details are in the same currency as the bank account.

2. Click Clear.

3. Select the customer.

4. Enter the Transaction details.

5. Enter the Payment details.

   These are normally in the customer's currency.

   1. Enter the Cheque value.

      Note: Once you enter this value, the Exchange rate can be amended, if required.

   2. If Settlement discount was recorded on the original receipt, and you are processing this transaction because a payment has been returned as void by the bank, enter the amount of settlement discount. This is necessary to ensure that the transaction matches the original receipt.

      If you need to reverse a transaction with settlement discount, or you refund a customer, remember to reverse all the elements of the transaction that you've entered into Sage 200:

      • If you recorded the discount amount when you entered the receipt, then the discount amount will have been posted to the Discounts Allowed nominal account. If you want to reverse this when you record a refund, enter the net discount amount on the Payment screen.

      • If you recorded a VAT adjustment to account for the VAT discount, you'll need to create a VAT only invoice to reverse this.

      Note: When you use the Reverse transaction options, all values on that transaction are automatically reversed. For example, if the invoice contained settlement discount then the reverse credit note will also contain the settlement discount.

6. If applicable, enter the Exchange details.

   • Accept or amend the Exchange rate value by clicking on the icon () to the left of the box. This opens the Amend Exchange Rate window.

     Note: If you do not amend the exchange rate then the displayed exchange rate is used for the transaction.

7. Enter the Bank charges, if applicable. Bank charges are in the same currency as the bank account. You also need to accept or amend the nominal analysis code displayed and apply a Narrative if required.

   Note: If you want bank charges to be included in your VAT return, then don't enter your bank charges here. Instead, you should enter the bank charges as a separate Nominal Vatable Payment or Nominal Vatable Receipt, using the appropriate VAT rate.

8. To save the payment:

   • Click Save to save the payment without allocating.

   • Click Save and Allocate to save the payment and allocate to the outstanding transactions. Enter the allocation details, if appropriate.

     Note: When you allocate a payment/receipt, the allocation date will default to either today's date or your payment/receipt date. This depends on what you have chosen as the Default allocation date in Sales Ledger Settings.

   • If you entered a payment whilst you're reconciling your bank account, you can click Save & Create Rule to create a bank feeds rule for this transaction, to save you entering it again the next time.

Enter foreign currency payments

When you enter a foreign currency payment, you must also:

• Enter an exchange rate.

  Note: Exchange rate variations are handled using Foreign Account Revaluation.

• Enter an exchange loss or gain on the transaction, only if you are not using Foreign Account Revaluation.

  The loss or gain on the transaction is entered in the Bank charges area of the window, selecting the Currency Adjustments nominal account.

• Enter bank charges, if applicable. (Bank charges are in the same currency as the bank account.)

If you are using a nominal bank account to record your bank transactions then you can only record transactions in the currency set on the customer's account.

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Useful info

About customer sales payments (refunds)

Use this to issue a refund to a customer who has overpaid or to reverse a receipt which has been returned as void by the bank.

You can allocate the payment here, or you can record the payment and allocate it later, using the Allocation option.

To issue a refund to customers who have paid online, use Refund Online Card Receipt.

Create rules for bank feeds reconciliation

If you enter a payment or receipt whilst you're reconciling your bank account, you can click Save & Create Rule to create a bank feeds rule for this transaction, to save you entering it again the next time.

For example, if you make a regular payment for your energy bills each month, you could set up a rule that recognises your bank payment to the energy company, and then creates the matching nominal transaction for you.

You can create bank feeds rules whenever you add a new transaction in Bank Feeds Reconciliation.

See Bank feeds rules.

Outcomes

• The customer's account balance is updated (increased) by the value of the payment or payments posted (including discount if appropriate).

• The bank account (for the balance sheet) in the Nominal Ledger and in the Cash Book, if used, is credited with the value of the payment.

• The bank account (for the profit and loss) is updated with the value of any charges, if applicable.

• The settlement discount allowed account (for profit and loss) in the Nominal Ledger is credited with the value of the settlement discount, if included.

• The sales control account (for the balance sheet) in the Nominal Ledger is debited with the value of the payment plus any discount.

• If allocation has been selected, transactions are allocated.

• Any currency adjustments are posted, if applicable.