In this situation, you have two options for generating the purchase refund:

In both cases, the original invoice will be automatically assigned the paid status, and the purchase refund will be marked as a refund and in collected status.

A. Converting an invoice into a purchase refund

This is the most common case and the recommended option. Learn here all the steps to convert a purchase invoice into a refund one.

B. Create a separate purchase refund and link it to the original invoice

Follow the steps below to create a separate purchase refund:

1. Open the drop-down menu from the New purchase button
2. Select the Purchase refund option
3. Fill in the indicated fields

   Learn more here about the fields to fill in and steps to follow when creating a purchase in Holded.

4. Approve it

The following steps will allow you to link the separate purchase refund with the original invoice in case you have not used the Convert option:

1. Access the original invoice
2. Go to the Payments section and select Add payment
3. In the pop-up window, click on the Magnifying glass icon in the lower left corner
4. Select the purchase refund you created earlier
5. Click on Save

These are the steps to follow in case the original invoice has been paid, either for the total or partial value:

1. Select the original invoice with paid status
2. Click on the Convert button
3. Choose the Purchase refund option
4. Edit the fields, if necessary

   Learn more here about the fields to fill in and steps to follow when creating a purchase in Holded.

5. Click on Approve

The purchase refund will be automatically linked to the original invoice. However, since this was an invoice that was already paid, the purchase refund will remain in pending status. In this case, the payment needs to be entered from the document of the refund itself or reconciled directly against the bank transaction.

Record the payment from the document, so that the original invoice and the purchase refund are assigned the collected and paid statuses:

1. Click on Add payment from Purchase refund document with pending status
2. Enter the Amount, Date, and Account
3. Click Save

Find out more about bank reconciliation in Holded here

In the case that invoices with pending and paid statuses need to be rectified:

1. Select the original invoice with paid status that you want to rectify
2. Click on the Convert button
3. Choose the Purchase refund option
4. Enter the value or amount of the refund in the Total field

   Learn more here about the fields to fill in and steps to follow when creating a purchase in Holded.

5. Click on Approve

This purchase refund will be linked to the original invoice, but in pending status

To match the amount of the invoices with the actual transaction reflected in the bank statement, you should:

1. Open one of the invoices with pending status
2. Click on Add payment
3. After clicking on the Magnifying glass icon, select the previously generated purchase refund
4. Hit Save

The purchase refund will appear as collected. The next step would be to reconcile the amounts of the other invoices in pending status against the transaction in the bank statement.

Find out more about bank reconciliation in Holded here