Recording deposit refund made outside of square on canceled invoice

[RLC-Grandville]

We canceled an invoice and refunded the deposit outside of Square because the deposit was made over a year ago. How do we record the refund on the canceled invoice? My daily report is showing the deposit in the Gross Sales when it has actually been refunded.

[Minion]

Hi @RLC-Grandville 

Since you canceled the invoice, you may have to go in through transactions.

If the deposit was initially made through Square, you should be able to go in to your transactions tab, and search for the transaction by date. Once you find it, you should then be able to highlight that transaction and it will give you the option to issue a refund and select a reason. That should correct your gross sales report.

[RLC-Grandville]

If I go in through Transactions and click on Issue Refund it simply tells me I cannot refund the transaction because it has been over a year. Also, when you click on Issue Refund from the Invoice tab it says to cancel the invoice first, so we did. Then when you try to refund it said it was past the one year. Any info I find under Help only says refunds past one year need to be made outside of Square, but not how to apply that refund to the invoice. It has been a vicious circle!

[Minion]

Ahh yeah, I feel your pain as I just tried to rack my brain with ideas on how to recreate that to get the daily report is correct, but I couldn't think of a scenario that would allow it, and then for everything to match up without being stuck in the same boat. 

Since Square isn't an accounting software with journal entry abilities, I think you may just need to take note of the refund amount for accounting purposes, and unfortunately see the incorrect  amount for that report.

Maybe someone else may have or know of a work around to this that can help you further though.