Sometimes a client wants a refund on a particular artwork from their order. You can refund individual artworks or issue credits for the artworks from your invoice. Here are some quick steps on how to refund a line item from an invoice.
You can only refund an artwork as a line item once payment has been received in full and the invoice is CLOSED. Otherwise, you can remove an artwork from an Open invoice by clicking on the trash can next to the inventory piece on the Invoice.
Issuing a refund for an artwork line item
You'll want to find and edit the Invoice record where you want to refund the artwork. In the example below, we'll be refunding the Salvador Dalí piece The Persistence of Memory. You will want to hover your mouse over the artwork line item next to the Subtotal where you will see a REFUND option appear.
After clicking on REFUND, you'll have an option to ISSUE REFUND or ISSUE CREDIT. If you'd like to issue a refund for the artwork, click on ISSUE REFUND.
Once you click on ISSUE REFUND, you'll see a few different changes reflected on the Invoice:
The artwork will be removed from under Items and the refund will show towards the bottom of the invoice under the initial PAID balance:
The refund will be displayed under the Payments tab:
The TOTAL and NET PAID amount will update to the amount after the refund is removed:
The artwork refunded will appear under the Refunded Items tab on the invoice:
& The artwork will return to your inventory with an Active status:
You can not issue a partial refund for an artwork line item. You can issue a partial refund from the overall payment on the Payments tab.
When issuing a refund for the artwork line item after the payment was received through Stripe, Stripe will have to process the refund and you should see this properly reflected in your account 1-2 business days after issuing the refund of the item.
When issuing a refund after the payment was manually input (either the transaction was in-store, the transaction was paid with cash, or the transaction was done via credit card), you will need to initiate the monetary refund outside of ArtCloud, since the manually input transaction is solely recorded for bookkeeping within ArtCloud.
Issuing a credit for an artwork line item
If you'd rather provide a credit to the customer so that you're not returning any payment, you can also do this for an artwork line item. Similar to refunding an artwork line item, you will want to find the invoice and hover your mouse over the artwork line item next to the Subtotal where you will see a REFUND option appear.
After clicking on REFUND, you'll have an option to ISSUE REFUND or ISSUE CREDIT. If you'd like to issue a refund for the artwork, click on ISSUE CREDIT.
Once you click on ISSUE CREDIT, you'll see a few different changes reflected on the Invoice:
The artwork will be removed from under Items and the credit will show as a Balance towards the bottom of the invoice under the initial PAID balance:
The credit issued will be displayed under the Payments tab:
The TOTAL and NET PAID amount will update to the amount after the credit is issued, and the Available Credits will display by the Contact's name:
The credited artwork will appear under the Refunded Items tab on the invoice:
The artwork will return to your inventory with an Active status:
The credit will link to the Contact record, and you can see the total Available Credits under the Financial tab:
Suggested Readings:
- Issue a Full or a Partial Refund
- Send an invoice to a client for remote pay