How do I accept/refund hire bonds?

I'm just thinking out load on this one & welcome anyone else to provide alternative feedback to what I have suggested. 

Also I am not sure if I have interpreted your scenario correctly however have a look & see if it helps. If i haven't interpreted the scenario correctly can you please provide some extra information. 

Say I have two service items setup:

Hire bond which has a rate of $100

Equipment hire which has a rate of $40

A customer comes in & wishes to hire some equipment.

In Reckon One, create an invoice for this customer using both service items. The outstanding invoice total is $140.

The customer pays $100 for the "Hire bond" upfront. 

In Reckon One receive a $100 payment against the invoice. The outstanding invoice total is now $40.

The customer now leaves with the hire equipment.

The customer later returns with the hire equipment, however, the equipment was faulty through no fault of their own. The customer wants their $100 "Hire bond" refunded and is exempt from paying the $40 "Equipment hire" fee.

In Reckon One, create a customer adjustment note using the "Hire bond" item. The customer adjustment note total is $100. Issue the customer adjustment refund of $100.

This leaves the part of how to handle the outstanding $40 invoice amount relating to the "Equipment hire" fee. Seeing that this fee was not actually charged (e.g. you didn't receive any income for it), you could either:

* update the applicable invoice, edit the applicable invoice line, overriding the item price/rate from $40 to $0.

* update the applicable invoice, edit the applicable invoice line by adding a $40 discount to the line, making the line amount/total $0

* update the applicable invoice, remove the applicable invoice line altogether 

I'd probably suggest that you add a note or a memo line to the invoice stating that the $40 equipment hire fee was waived for reference purposes.

Note: When an open invoice has payments linked, the invoice is read only. In order to modify this open invoice, you first need to unlink the existing payment(s), then make your required changes, then re-link the existing payment(s) again & save your changes.

To unlink a payment, view the invoice & click the “Already paid” amount to see the unlink option.

To re-link a payment that you have previously unlinked, view the invoice & click “Receive payment” option. The “Receive payment” window will show you any credits available & an option “Apply this credit”.

Each of the three options listed above will reduce the overall invoice total from $140 to $100. Making the invoice finalised/paid seeing that you have already received/recorded the $100 payment.

The customer leaves. They got their $100 refund. You now have a paid invoice for $100 & a closed customer adjustment note for $100.

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If you want to see an example of how to unlink & re-link payments for an invoice then please refer to the community post below for more information.

https://community.reckon.com/reckon/topics/wrong-date-paid-invoice