Invoices not being modified after refunds

[lawwley]

Hi, 

TIA to anyone that has any input on this. 

We make heavy use of square invoices for our project work with clients. Sometimes after an invoice is paid in full the client might have leftover materials that they would like to return. No issue looking at it from this. I can go onto the invoice and click "issue refund". From there I can then select an item or a custom amount to refund to the customer. 

My issue that is arising is now that I have refunded a partial amount of the total sale to the customer this refund now needs to be tracked. However, Square do not alter the invoice to reflect the new gross sale amount. 

Example. Customer X comes in and buys 10 square yards of flooring. They go home and fit it and have some left over. The return 2 square yards of flooring to us in the shop. We issue a refund through the invoices functionality to them for 2 square yards. After the refund has been processed and complete by Square, the final invoice does not change. If i click into the invoice now I can see that the invoice is still for 10 square yards. It has a note at the bottom of the payments for the refunded amount also but the total sale price is now incorrect. It is for 10 square yards when it should be for 8. 

Has anyone that is tracking their refunds been able to figure out a way to document/track their refunded amounts vs sales on Square?

[Candlestore]

@lawwley ;

Since you sent an invoice for 10 yards, and the customers invoice is before the refund, the original invoice will not change but you would have another transaction for the returned 2 yards at a later date.  Does your inventory show the correct amount. Meaning if you had 300 yards sold 10 yards you would be at 290 yards... customer the returned 2 yards so your inventory should show 292 yards.  Also you can go into your reports and see all returns here:

https://squareup.com/dashboard/sales/activity-log 

[lawwley]

Hey Keith. 

Yeah thats all correct. My main issue is that there is no receipt anywhere that I can find beyond the original invoice that outlines the refund. Square does not seem to track the refund separately to the original invoice so its a major headache for the book keeper. 

I can see in the transactions the refund has taken place but there is no receipt generated from this for the admin staff to use to track against the original invoice. 

Stock levels are as they should be. 

[Candlestore]

@lawwley ;

I was thinking once you found the Transaction of the Refund you could click on it an print out a receipt for your books of the refund.  But when I went through this it only gave me the option to email another refund receipt, I could not print one out for my records.  The only other way I know of doing this is from a CSV of transactions and sort by payment / refund.  This will show the date amount item etc for the refund.

[lawwley]

Yeah, its not really ideal. It seems like a major flaw with Square for me. From a VAT point of view for the business' using it. 

Because we have partially refunded a paid invoice, and it has not generated a document to track this, our VAT calculations will now be out as they are dependant on sales/refunds. 

Square needs this funcitonality.