Refunds are entered the same way as Payments (using the same dialog), except that the Amount will default to the negative balance due. This is because the balance due itself should be negative at the time you enter the refund, indicating that a balance is due the customer. If there is not a negative balance due, a Refund cannot be done. Thus the Amount shown in the Enter Refund window will actually be shown as a positive value, equal to the amount to be refunded. (Make sure you enter a positive amount here if you enter it manually.)
Reminder: When you need to issue a refund to a customer for charges already added, there's a recommended procedure to keep things in balance. You must first enter "negative" charges to offset the charges for which you want to give a refund (e.g. for days not stayed or merchandise returned), and then enter a Refund transaction. This will allow the transactions to balance out.
Entering a negative charge can be done either manually (use the Charge function and enter a negative Quantity, but not a negative Each amount), or by using Select Rates if it's a rental adjustment (select the rate and enter the number of days, etc. as a positive amount and Add it as usual, but check the "Invert Amounts" box before clicking Done).
After entering the negative charge transactions, the reservation balance should be negative so you can use this Refund function to enter the amount refunded.
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