If you are using Xero integration, refunds should be created from Xero by raising a credit note against the contact record and applying.  SimpleClinic does not sync refunds to Xero.

The below method will only work if you're NOT integrated with Xero. Some fields on invoices are locked once a payment is added, as Xero does not accpet changes once payments are made. Payments must be removed for changes to be made.

 


You need to process the actual refund either through bank transfer, cash or your payment gateway.

The below steps will cover how to ensure that your SimpleClinic reports match the correct amounts.


Refund is done on the same day  

Step 1: If the refund is paid on the same day as the original payment

  • Open the invoice that your patient was charged on for the item/s that are being refunded.
  • For each item that you want to refund -> add the item to the invoice but put -1 in Qty ordered and Qty Supplied -> see below for Alkamin Calm 260g
  • Choose the correct method by which the refund was provided to make sure the reports all match the correct amounts. Ensure the amount is negative and the date of refund payment is correct -> see below EFTPOS payment of -$56.41. 
  • We also recommend adding a comment on the invoice to explain what happened for audit purposes. 






Refund was not on the same day

Step 2: If the refund is paid on a different day to the original payment

  • Create a new invoice on the date of the refund -> add the item/s to the invoice that you are refunding for your client.
  • For each item that you want to refund, add the item to the invoice but put -1 in Qty ordered and Qty Supplied -> see below for Aden Complex 90T. 
  • Choose the correct method by which the refund was provided to make sure the reports all match the correct amounts. Ensure the amount is negative and the date of refund payment is correct -> see below EFTPOS payment of -$50.80. 
  • We also recommend adding a comment on the invoice to explain what happened for audit purposes.




Date of invoice -> 16/2/26

Date of payment -> 18/2/26 




Date of refund -> 26/5/26 





Once the refund is completed, the invoice list should show both purchase and refund invoices.