Refund Xero Exported Invoices

Refunding Invoices in HirePOS - A Comprehensive Guide

When dealing with refunds for exported On-Hire Invoices in HirePOS, especially when integrating with Xero, certain complexities may arise. This document aims to provide a detailed guide on how to effectively handle refunds and credit notes in such scenarios.

If you encounter a situation where you need to refund an item or an early return for an exported invoice in Xero, follow the steps below to ensure a smooth refund process:

To refund a paid invoice, you cannot directly refund the invoice in HirePOS due to Xero's limitations. Instead, create a credit note for the customer by following these steps:

• Go to Sales/Hire > Sales > Customer Overview and select the customer.

• Click the dropdown arrow on the New Invoice button and choose "New Credit note".

• Add the credited items or use a generic placeholder item with a negative value matching the refundable invoice.

• Add a line to zero out the negative value and name it appropriately.

• Export the credit note in the Invoices tab of the Xero exporter.

If you need to apply existing credit notes against invoices, navigate to Payments > Receive Payments, select the customer, choose the credit note, and apply it to the desired invoice(s).

For negative balances or overpaid invoices, consider creating credit notes instead of refunds. If using Xero, negative balances on invoices are not supported, necessitating the use of credit notes.

To accommodate credit notes in Xero, create a placeholder item with a zero price in HirePOS. This item will be used to balance out credit notes.

To export negative balances to Xero, zero out the invoice by creating a credit note with the same negative value. This ensures accurate accounting and reconciliation.

By following these steps and best practices, you can efficiently manage refunds and credit notes for exported invoices in HirePOS, ensuring accurate financial transactions and seamless integration with Xero.

For more detailed instructions and troubleshooting, refer to the HirePOS documentation or contact our support team for assistance.