Customer Reimbursements

This help topic is applicable to the following TireMaster applications:

TireMaster Point of Sale

TireMaster Plus

TireMaster Corporate

When you reverse invoices or when customers return or trade in items, you might need to refund their money. You can reimburse customers in the following ways:

Issue a cash refund

Issue a store credit

Issue a credit memo

Write a check

Reverse a credit card payment

Typically, you reimburse customers in the same manner in which they paid you. When you create an invoice for a return or trade-in, you need to define the payment method you’re using for the reimbursement.

Tip: When customers pay by check, you might want to wait until the check clears before issuing a reimbursement.

A cash reimbursement reduces the amount of cash you have on hand.

Warning: Do not use a paidout for a cash reimbursement. Reimbursing customers with cash from the till does not update inventory quantities or the customer’s history.

To reimburse a customer with cash, create a work order with a negative total for a return or trade-in. When you complete the invoice, give the customer the cash due.

Issuing a store credit reduces the customer’s balance. To issue a store credit, create a work order with a negative total for a return or trade-in and complete the invoice as a charge payment. You can apply the reimbursement to the customer’s balance immediately or wait until later to apply it to a future charge.

Tip: To issue the credit, you might need to change the customer’s status from cash-only to charge.
Note: If you have a customer who provides services to your company in exchange for in-store credit, issue a credit memo. For more information, see Credit Memos.

For large reimbursements, you might want to write a check instead of giving a customer cash. To reimburse a customer with a check, create an invoice with a negative total for a return or trade-in. Depending on your TireMaster application, use one of the following methods:

For TireMaster Plus and TireMaster Corporate, write an AR easy check to the customer for the amount of the reimbursement. For more information, see AR Easy Checks.

For TireMaster Point of Sale, write a check manually or with your bookkeeping software, and adjust the customer’s balance for the amount of the check. For more information, see Customer Balance Adjustments.

Credit card reversals reduce the accounts receivable for the credit card.

To reimburse customers with a credit card reversal

1. Create an invoice with a negative total for a return or trade-in.
2. Enter a negative amount for the credit card on the Invoice Completion screen.
3. When the Card Authorization Box opens, process the credit card manually or automatically with card processing software. For more information, see Complete a Credit or Debit Card Sale.
4. To complete the invoice, click OK.
Tip: Make sure to give the customer copies of the invoice and the credit card receipt.