Refund and Credit Note Handling Procedure
Handle reversals without breaking your books.
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Write a procedure for refunds and credit notes. Business type: [BUSINESS_TYPE]. Payment methods: [PAYMENT_METHODS]. Refund policy: [REFUND_POLICY]. Accounting software or method: [ACCOUNTING_METHOD]. Produce a step-by-step procedure with a short decision tree: refund request received, check against policy, approve or decline (with who decides), choose credit note versus cash refund, refund by the original payment method where possible, adjust tax, record in the books, and notify the customer. Include: a worked example with numbers (original sale, tax, partial refund, resulting entries described in plain terms, not tied to a specific account structure); a credit note template; a customer email for approval (70 words) and for decline (80 words); a log table (date, invoice, amount, reason, approver); and common errors (refunding to a different method, forgetting tax, no record of approval). Refund obligations and tax treatment vary in [JURISDICTION]; mark them [VERIFY with an accountant]. Add handling for three edge cases: a refund requested after the policy window, a partial refund on a bundle with a single discount, and a chargeback that arrives before the refund is issued. State who decides and the evidence to keep.
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