Client Query - Refund the VAT for an Exported Order?

Client Query - Refund the VAT for an Exported Order?

Problem/Question

How do I refund the VAT for an exported order?

Solution

This can be done as part of a return exchange, but it is worth creating a new return reason called 'VAT Refund' so you can identify affected orders easily in the Returns Analysis report.
  1. Firstly, follow the video here, How To Set Up Return Reasons to create a new Customer Return Reason called "VAT Refund" from within [System Setup | System Data | Customer Return Reasons] then continue following the process below.
  2. Open the affected Sales Order and green select ALL the items in the grid.
  3. Select Create Customer Return Note from the Actions menu.
  4. In the Return screen, set the Return Reason for each item to the new "VAT Refund" option created above.
  5. Green select all the stock items in the top grid and select Direct Exchange from the Actions menu.
    1. This will add all of the items to the lower Items being sent back out grid.
  6. Enable both the Credit Original Delivery and the Charge Delivery on Exchange toggles.
  7. Click Save Return.
  8. Click Actions and select Process Return.
  9. Click Actions and select Issue Credit Note.
  10. Click Actions and select Go To Exchange Note.
  11. When the Exchange Note opens, go to the Additional Tab.
  12. Click Edit and disable the Calculate VAT toggle.
  13. Click Save Sales Order and then click the red X to return to the Return page.
  14. Select the Processing Tab.
  15. Click Actions and select Allocate Credit Note to Exchange.
  16. Select Go To Exchange Note from the Actions menu.
    1. Issue the invoice as usual, remember there are no goods to be shipped so this can just be moved to Issue and issued.
  17. Close [Sales Invoice Manager].
    1. This will take you back to the Return note.
  18. Select the Processing tab.
  19. This step depends on if the customer pays on account or prepayment.
    1. If the customer pays on account click Actions and select Issue Return Note.
      1. This will issue the balance difference back to their account.
    2. If the customer pays upfront then click Actions and select Process Refund. This will open the refund dialog box so the balance difference can be refunded to the customer.
If you have any issues please get in touch with training@khaoscloud.com and we will be able to offer more advice specific to your circumstances.