Cin7 Pay payments, refunds, and disputes

Cin7 Pay payments, refunds, and disputes

Prerequisites

Paying invoices

You and your customers can make payments against authorized invoices. Payments against invoices can be made through any of your payment channels.

Here’s the typical workflow for paying invoices:

  1. Authorize the invoice—Lets you or your customer make payments through any channel

  2. Receive payment—Payments are recorded on the Invoice tab. Payment fees and surcharges (if any) are recorded on the Manual journals tab

  3. Receive payout—Stripe pays out to your bank account. A receive money operation is created in Cin7 Core

  4. Sync transactions to Xero or QuickBooks Online

Here’s how those transactions reconcile:

Transaction

Debit

Credit

Invoice

Accounts receivable

Sales income

Payment

Clearing

Accounts receivable

Payment fee

Payment fee expense

Clearing
Surcharge Clearing Surcharge income

Receive money

Bank account

Clearing

Paying quotes and sales orders

Xero users must create spend money operations when applying credit from quotes and sales orders to invoices as payment. Payments won’t be reconciled without it.

We suggest creating a dedicated product to use for these operations. Make it non-inventory and tax exempt, with a descriptive name like “Credit from Cin7 Pay”. Add this product to each operation and change its price to match the credit.

You and your customers can make payments against authorized quotes and sales orders. Payments against quotes and sales orders can be made via Pay Online or merchant-initiated transaction.

Here’s the typical workflow for paying quotes and sales orders:

  1. Authorize the quote or sale order—Lets you or your customer make payments through Pay Online or merchant-initiated transaction

  2. Receive payment—Payments are recorded as customer credits (Quote or Order tab). Payment fees and surcharges (if any) are recorded on the Manual journals tab

  3. Authorize the invoice—Lets you apply the customer credit as payment

  4. Apply credit—Credit is applied on the Invoice tab. Xero users must also authorize a spend money operation of equal value

  5. Receive payout—Stripe pays out to your bank account. A receive money operation is created in Cin7 Core

  6. Sync transactions to Xero or QuickBooks Online

Here’s how those transactions reconcile:

Transaction

Debit

Credit

Customer credit

Bank account

Liability

Payment fee

Payment fee expense

Clearing
Surcharge Clearing Surcharge income

Payment

Liability

Accounts receivable

Spend money (Xero users only)

Clearing

Bank account

Invoice

Accounts receivable

Sales income

Receive money

Bank account

Clearing

Issuing refunds

If you are refunding an invoice payment that was originally a quote or sales order credit, you must first copy the credit’s reference into the payment’s reference:

  1. Go to the Quote or Order tab of the order.

  2. Copy the credit’s Reference.

  3. Go to the Invoice tab.

  4. Paste into the payment’s Reference.

  5. Save.

The refund won’t be reconciled if you don’t copy the reference.

To refund invoice payments:

  1. Create and authorize a credit note.

  2. Open the credit note.

  3. Click Cin7 Pay refunds under Additional charges and services.

  4. Choose the payment to refund.

  5. Click Send refund.

  6. Enter the amount and reason.

  7. Click Refund.

To refund a quote or sales order credit:

  1. Open the credit note.

  2. Click Cin7 Pay refunds under Additional charges and services.

  3. Choose the payment to refund.

  4. Click Send refund.

  5. Enter the amount and reason.

  6. Click Refund.

Refunds debit the liability account and credit your bank.

Disputes

Review and accept or counter payment disputes:

  1. Go to Money → Cin7 Pay.

  2. Open Payments, refunds, and disputes.

  3. Select the disputed payments.

  4. Click Accept dispute or Counter dispute.

  5. If you counter the dispute, follow the instructions to explain and submit evidence.

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