Customer Refund is how you pay a customer back — writing a check, reversing a card charge, or sending cash from the till — against an open credit memo or prepayment.

How to get there #

Menu: Banking → Customer Refund
Direct URL pattern: https://yourdomain.com/?bizRt=phreebooks/main/manager&jID=22&mgr=1

When to use it #

• A customer returned an item and has a credit memo they want in cash, not store credit.
• A custom-build prepayment has to be refunded because the customer changed their mind.
• A duplicate payment was applied and you need to return the overpayment.

If the customer just wants store credit (to be applied to a future invoice), don’t use this screen — let the credit sit on their account and apply it via Cash Receipts when they next buy.

Recording a refund #

1. Click New.
2. Pick the Customer. Bizuno shows any open credits (credit memos and unapplied prepayments).
3. Fill in:
   • Post Date — the day the money leaves.
   • Pay From — the bank account the refund comes from.
   • Payment Method — Check, Cash, Card Refund, ACH, Other.
   • Reference — check number, refunded transaction ID, etc.
4. Tick each credit being refunded. Bizuno fills the line with the credit’s open balance; edit for a partial refund.
5. Confirm the total at the bottom is what you’re actually paying.
6. Click Post. Bizuno:
   • credits the Pay-From bank account,
   • debits A/R (retiring the credit),
   • and if Check method, queues the check for printing.

Card refunds #

A card refund is technically a reversal, not a Bizuno-originated transfer. Two-step workflow:

1. Reverse the charge in your processor (Stripe / Square / merchant dashboard).
2. Record the refund in Bizuno with Pay From = Merchant account, Method = Card Refund, and Reference = processor’s refund ID.

When the processor nets the refund out of your next payout, the Merchant account reconciles cleanly.Important: Never record a refund without a corresponding credit memo or prepayment. Refund always requires something to refund against. If a customer “just wants” a refund with no open credit, start a Return (see Customers → Returns) or a negative Cash Receipt first to create the credit, then refund it.

Refunding prepayments #

Unapplied Cash Receipts (prepayments) show in the same list as credit memos. Tick the prepayment, post the refund, and the original receipt is retired.

Printing a refund check #

When method = Check, Bizuno queues the check for printing. Use the Check Print screen (same one Pay Bills uses) to print on check stock. Auto-numbering and Void-Reprint behave the same as with vendor checks.

Tips for Ridgeline Cycles #

• Whenever possible, refund via the same payment rail the customer paid on — card back to card, check back if they paid by check. It keeps them out of dispute territory and keeps your merchant chargeback rate low.
• For big prepayment refunds (a cancelled custom build), write a note in the refund’s Reference explaining why. Auditors love this level of context.
• Avoid cash refunds over $100 — they’re impossible to trace later. Cut a check instead, even for a walk-in customer.

Where to go next #

• Customers → Returns — start a return that creates the credit memo.
• Cash Receipts — apply a credit to a future invoice instead of refunding.
• Reconciliation — match the check or card refund on the statement.