Enter a credit from a vendor (if one does not already exist):
Select the Vendors menu and select Enter Bills.
Select the Credit option in the Enter Bills window.
Enter the necessary information in Vendor, Date and Credit Amount fields. (You may also enter a reference number if you want to track credits by number.)
Click the Expenses tab and enter the appropriate account from the drop-down list in the Account column.
Click Save & Close.
Deposit the refund:
Select the Banking menu and select Make Deposits.
If the Payments to Deposit window opens, select the payments you would like to deposit and click OK.
In the Make Deposits window, select the account you would like to deposit into.
Click anywhere below the last payment in the list to add an entry.
In the Received From column, enter the name of the vendor from whom you received the money.
In the From Account column, select Accounts Payable. (This will create a vendor bill that you will use later.)
Enter a memo, the check number if you received a check, and the method of payment such as a check, or credit card.
(Optional) Enter the amount. If you use classes, enter the class for this deposit.
(Optional) If the vendor has issued a refund exceeding the amount owed to you as a credit, enter the over payment on the next line of the deposit using the vendor's name, and the account you would usually put bills toward this vendor and the amount.
(Follow this step only if step 9 is performed.) If step 9 is not performed, continue to the next section, and write a check to the vendor for the amount of the overpayment and use the account from step 9 in the expense account section.
Apply the vendor credit to the vendor refund:
Select the Vendors menu and select Pay Bills.
The vendor refund you deposited will appear as an open bill in the Pay Bills window along with any other open bills. Click Refund to the left of the bill to place a checkmark.
Click Set Credits.
Click to select the credit(s) you want to apply to the bill (refund), and then click Done. The amount to be paid is reduced by the amount of the credit(s) applied.