Recording Refunds

Refunds are a common part of bookkeeping, whether you are receiving a refund on a purchase or issuing a refund on a sale. In Bkper, refunds are recorded by inverting the original transaction, effectively reversing its financial impact.

Caution

Deleting the original transaction is not recommended — it removes valuable financial history and disrupts account balances. Always record refunds as reversal transactions instead.

The principle

A refund is simply the opposite of the original transaction. Instead of recording new income or expense, you reverse the original entry to reflect the return of funds. This ensures that the original transaction remains in your records, the refund is accurately accounted for, and account balances stay consistent and reconcilable.

Refunding a sale

When you sell something, you typically record:

Date	Amount	From Account		To Account	Description
01/01/2026	100.00	Service	>>	Receivable	Original sale

If you later issue a refund, reverse the transaction by swapping the accounts:

Date	Amount	From Account		To Account	Description
01/02/2026	100.00	Receivable	>>	Service	Refund on sale

This removes the revenue from your books, clears the receivable (if it was unpaid) or adjusts the balance accordingly, and keeps the transaction history intact for accurate reporting.

Refunding a purchase

When you make a purchase, you record:

Date	Amount	From Account		To Account	Description
02/01/2026	200.00	Payable	>>	Expense	Original purchase

If you later receive a refund, invert the transaction:

Date	Amount	From Account		To Account	Description
02/02/2026	200.00	Expense	>>	Payable	Refund on purchase

This removes the expense from your books and restores the payable amount, ensuring the correct balance. For a partial refund, simply adjust the amount accordingly.

Why reverse instead of delete

• Keeps records accurate by maintaining a clear transaction history
• Ensures proper reconciliation with bank statements and financial reports
• Maintains the integrity of account balances, making it easier to track incoming and outstanding amounts
• Allows for adjustments, such as deducting any fees charged on the refund, ensuring the net amount is correctly reflected

Note

Refund transactions may not always happen on the same day as the original sale or purchase. This method ensures that both the initial transaction and its refund are properly accounted for, even when they occur in different accounting periods.