Find refunds and unapplied money

Use the Refunds report to see every payment that was refunded and how much you kept, and the Applied vs Unapplied report to find money received that is not yet matched to an invoice.

In the sidebar, open Reports, then Payments, then Refunds. The page address is /insights/finance/payments/refunds. Unmatched money is on Applied vs Unapplied at /insights/finance/payments/unapplied.

Before you start

• Your admin has to give your role permission to view finance reporting. Exporting needs a separate export permission.
• Both pages use the same payment filters, but each page starts fresh. Set the date range, branch and account again when you switch pages.

Steps

1. On Refunds, set Payment date (start) and Payment date (end), and pick a Branch, account or Payment method if you want one part of the business.
2. The list shows only payments that have a refund, even though Refund filter reads All payments when the page opens. Choose No refunds if you want the payments that were not refunded instead.
3. Read the Refund KPIs cards, then work through the list. Sort by Refunded amount, Payment date, Payment method or Payment number, or type in the search box (its prompt reads Search refunded payment or account).
4. In the Actions column, press Payment detail to open the payment. Press Refund workspace at the top to issue or check a refund. See Refund a payment.
5. Open Applied vs Unapplied. The list shows only payments with money still to match, even though Unapplied filter reads All payments when the page opens. Choose Fully applied to check the rest.
6. Sort by Unapplied amount to bring the largest to the top, then press Payment detail on a row to open the payment and apply the money. Press Credit context to see that customer's credits and deposits.
7. On either page, press Export to queue a file, or Download latest for the last export you ran.

What you see

• Refund KPIs: Refunded (the total returned, with the number of refunded payments), Refund count and Affected methods for the rows on the current page, and Net retained (what you kept after refunds).
• The refunds list has columns Payment, Effective account, Method, Refunds, Net receipt and Actions.
• Applied coverage on the unapplied page: Total applied, Total unapplied, Payments with unapplied cash and Correction payments.
• The unapplied list has columns Payment, Effective account, Method, Applied, Unapplied and Actions.
• On a phone each list becomes cards with the same figures.

If something looks different

• No refunded payments match the current filters.: no refunds in the date range. Widen the dates or clear an account filter.
• No payments match the current unapplied filters.: everything in scope is matched. Widen the dates or clear an account filter.
• Export is missing: your role does not have the export permission.

Open Applied vs Unapplied