[GNC] Processing refunds

[Adrien Monteleone]

Unless you posted invoices for the rest of the year, you should not have 
issued a credit note.

I just did a test book with the following transactions:

1. Annual pre-payment for 1 year @ $1200 (assuming $100/month)
2. Invoice for Dues on 1/31/20 posted.
3. Applied a portion of pre-payment to invoice of 1/31/20 ($1100 
pre-payment remaining)
4. Invoice for Dues on 2/28/20 posted.
5. Applied a portion of pre-payment to invoice of 2/28/20 ($1000 
pre-payment remaining)
6. Invoice for Dues on 3/31/20 posted.
7. Applied a portion of pre-payment to invoice of 3/31/20 ($900 
pre-payment remaining)

At this point the Customer has a credit of $900. There is no need to 
issue a credit note. (they have not been 'invoiced' for dues not yet 
paid, but the opposite)

So an 8th transaction would be in order:

8. Refund of $900.

Do this using 'Business > Customer > Process Payment' for the date you 
issued the refund; select the Pre-payment line (there should be no 
invoices still visible to select) and make sure the 'Payment' box shows 
"0.00" and the 'Refund' box shows the remaining amount of their 
pre-payment that you are refunding. (that should happen by default when 
you select the pre-payment line) Be sure to select the proper asset 
account from which you are issuing the refund. (Checking, Cash, etc.)

Re-load or re-run the applicable Customer Report to verify the Totals. 
Also note you can now show 'links' to relevant documents under Options > 
Display. I prefer 'detailed' but use whatever you find best. Showing 
links will make it clear what payments applied to which invoices.

Regards,
Adrien

On 12/12/20 2:56 PM, Don Earnhardt wrote:
> I am really struggling with this.  Creating and paying a Credit Note does
> indeed reduce the income appropriately.  However, the Customer Report shows
> a Totals increase instead of a reduction.  Here is my situation.  I use
> GnuCash to manage income and expenses for a non-profit organization
> (actually a community band). Our members pay monthly dues, and frequently
> people pay quarterly, semi-annually, and even annually.  Therefore several
> people paid in advance at the beginning of the year. Now that COVID has
> prevented us from meeting since the end of March, I would like to refund the
> dues over payments to those members who have paid in advance (beyond the
> first quarter).
> 
> At the end of each quarter, I print Customer Reports for each member to show
> how much they have paid. I create and Pay Invoices to show their payments on
> the Customer Report.  The statements accumulate so that the last one of the
> year shows everything that was paid for the year. I would like for the
> refunded payments to reduce the Totals at the bottom of the Customer Report,
> but instead the refunds look like additional payments, increasing the Total,
> instead of Reducing them.  What can I do to show the refunds correctly?