Completely refunding a cash purchase

A complete refund reverses an entire cash purchase. Use this when you return all items and want the full amount of money back from your vendor.

Before you start

• The original cash purchase must exist in Usystems and be in "Posted" status
• Only the creator of the purchase or an admin can create a refund
• You are returning every item from the purchase—no partial returns
• Have the vendor's credit note or refund confirmation ready
• The vendor's contact record must be up to date

Steps

1. Navigate to Cash Purchases and locate the purchase you want to refund completely

Open in Usystems

2. Open the cash purchase document

3. Click the Refund button in the document header or action menu

4. In the refund form, you'll see all line items from the original purchase. Since this is a complete refund:

   • All items should be checked by default
   • The quantities should already be filled with the original amounts
   • Verify that all items are included and quantities are correct

5. Confirm the Total Refund Amount—this should equal the entire original purchase total

6. Click Create Refund or Post Refund (label depends on your configuration)

7. The system creates the refund document and links it to the original purchase. The refund is complete.

Accounting impact

A complete refund will:

• Credit your cash or bank account with the full refund amount (money returns to you)
• Increase your inventory by the full quantities of all items
• Decrease accounts payable by the entire purchase amount (you no longer owe the vendor)
• Reverse all cost and expense entries from the original purchase

Tips & common mistakes

• Verify the original purchase amount. The refund total should match exactly what you paid initially.
• Confirm the vendor accepts a full return. Some vendors may have restocking fees or may not accept full returns—check first.
• Don't split a complete refund. If the vendor will only accept partial returns, use a partial refund instead and repeat as needed.
• Keep the vendor credit note. Document the refund with a copy of the vendor's credit memo for your records.