How to Accept a Customer Return and Issue a Credit in Brass Jacks Bookkeeper
When a customer returns an item that was previously invoiced, you can record the return in Brass Jacks Bookkeeper and either issue a refund or apply the amount as a credit to the customer's account.
If You Want to Give the Customer a Credit
Step 5: Enter a Restocking Charge
Step 1: Find the Original Invoice
- Go to Sales > Invoices & Estimates.
- Click Find at the bottom of the Invoices window.
- Enter the invoice number or other information that will help you locate the invoice.
- Click Find.
- Select the corresponding invoice and click Select.
If you selected the wrong invoice, click Find again and search for the correct one.
Step 2: Enter the Return
Once you have the correct invoice open:
- Click Return Items in the lower-right corner.
- The Invoice Returns and Refunds window will open.
- Select the checkbox next to each item being returned.
- Enter the quantity being returned in the Qty. Returned column.
If the customer is returning everything on the invoice, click Return All.
Return Items to Inventory
If the returned items should be added back into your inventory, select Return to Inventory for those items.
Step 3: Choose What to Do With the Credit
Next, choose how you want to handle the amount being returned.
You have several options:
- Cash Refund — records a cash payment back to the customer.
- Check Refund — records a check payment back to the customer.
- Credit Card Refund — refunds the original credit card payment. Use this only when the original invoice was paid by credit card.
- Put On Account — leaves the amount as a credit for the customer to use toward a future invoice or to apply to the invoice through Receive Payments.
If You Want to Give the Customer a Credit
Select Put On Account.
When you close the return window, the credit will be available to apply to the customer's account.
Step 4: Handle Sales Tax or Freight
If the return includes a refund of sales tax or freight:
- Select the appropriate checkbox.
- Enter the amount being refunded.
Step 5: Enter a Restocking Charge
If you charge the customer a restocking fee:
- Select Less Restocking Charge.
- Enter the amount of the restocking charge.
You can also select a percentage from the Calculate At list if you want BJB to calculate the restocking charge as a percentage of the returned items.
Step 6: Enter a Reason for the Return
Enter a brief explanation in the Reason field.
For example: Customer returned 2 items.
Step 7: Print a Credit Memo
If you are issuing a credit to the customer's account and want to give the customer a record of the credit, select Print Credit Memo.
You can print the credit memo or save it as a PDF.
If you want your company logo to appear on the credit memo, select Use Company Logo.
Step 8: Complete the Return
Click OK to save the return.
Depending on how you handled the refund, BJB may open additional windows to help you complete the transaction.
Example: Customer Returns an Item for a Credit
A customer returns an item that was originally invoiced for $200.
- Returned item: $200
- Customer receives: $200 credit
- Select Put On Account
- The $200 credit can then be applied toward a future invoice.
If the customer is receiving money back instead, choose Cash Refund, Check Refund, or Credit Card Refund, depending on how you are refunding the customer.
Tip: If you are simply giving the customer credit to use toward a future purchase, use Put On Account rather than issuing a cash or check refund.
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