[GNC] Processing refunds

[Parker Graham]

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Tuesday, December 15, 2020, 1:47 PM -0500 from Adrien Monteleone  <adrien.monteleone at lusfiber.net>:
>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?
>
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