Cash Refund API

Issue immediate cash/check refunds to customers, combining credit memo and refund payment in a single transaction.

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Endpoints

Method	Endpoint	Description
GET	/record/v1/cashRefund	List all cash refunds
GET	/record/v1/cashRefund/{id}	Get specific cash refund
POST	/record/v1/cashRefund	Create new cash refund
PATCH	/record/v1/cashRefund/{id}	Update cash refund
DELETE	/record/v1/cashRefund/{id}	Delete cash refund

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Key Fields

Header Fields

Field	Type	Description	Required
id	string	Internal ID (read-only)	-
tranId	string	Cash refund number	Auto-generated
entity	object	Customer reference	Yes
tranDate	string	Refund date (ISO 8601)	Yes
status	object	Cash refund status	Read-only
subsidiary	object	Subsidiary	Yes (OneWorld)

Financial Fields

Field	Type	Description	Required
currency	object	Transaction currency	Yes
exchangeRate	number	Exchange rate	Auto-calculated
subTotal	number	Subtotal (read-only)	-
taxTotal	number	Total tax (read-only)	-
total	number	Refund amount (read-only)	-

Payment Fields

Field	Type	Description	Required
account	object	Cash/bank account for refund	Yes
paymentMethod	object	Payment method	No
creditCard	object	Credit card reference	Conditional
checkNum	string	Check number	No

Source Transaction

Field	Type	Description	Required
createdFrom	object	Source transaction (Cash Sale, RMA)	No
otherRefNum	string	External reference	No

Billing & Shipping

Field	Type	Description	Required
billAddr1	string	Billing address line 1	No
billCity	string	Billing city	No
billState	string	Billing state/province	No
billZip	string	Billing postal code	No
shipAddr1	string	Shipping address line 1	No
shipCity	string	Shipping city	No
shipState	string	Shipping state/province	No
shipZip	string	Shipping postal code	No

Other Fields

Field	Type	Description	Required
salesRep	object	Sales representative	No
memo	string	Internal memo	No
class	object	Department/class	No
location	object	Location	No

Sublists

Field	Type	Description	Required
item	collection	Line items	Yes (at least 1)

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Line Items

The item sublist contains the products/services being refunded.

Item Line Fields

Field	Type	Description	Required
item	object	Item reference	Yes
quantity	number	Quantity being refunded	Yes
rate	number	Unit price	Yes
amount	number	Line total (qty × rate)	Auto-calculated
description	string	Line description	No
taxCode	object	Tax code	No
taxRate1	number	Tax rate %	Auto-calculated
grossAmt	number	Amount including tax	Auto-calculated

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Example: Create Cash Refund

POST /record/v1/cashRefund
Content-Type: application/json

{
  "entity": {
    "id": "456"
  },
  "tranDate": "2025-12-25",
  "subsidiary": {
    "id": "1"
  },
  "currency": {
    "id": "1"
  },
  "account": {
    "id": "10"
  },
  "paymentMethod": {
    "id": "2"
  },
  "checkNum": "CHK-1001",
  "memo": "Cash refund for returned items",
  "item": {
    "items": [
      {
        "item": { "id": "789" },
        "quantity": 1,
        "rate": 99.99,
        "description": "Widget Pro - Customer dissatisfied"
      }
    ]
  }
}

Response:

{
  "id": "7001",
  "tranId": "CR-7001",
  "entity": {
    "id": "456",
    "refName": "Acme Corporation"
  },
  "tranDate": "2025-12-25",
  "status": {
    "id": "COMPLETED",
    "refName": "Completed"
  },
  "subTotal": 99.99,
  "taxTotal": 8.00,
  "total": 107.99,
  "links": [
    {
      "rel": "self",
      "href": "https://{account}.suitetalk.api.netsuite.com/services/rest/record/v1/cashRefund/7001"
    }
  ]
}

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Example: Create Cash Refund from Cash Sale

POST /record/v1/cashRefund
Content-Type: application/json

{
  "entity": {
    "id": "456"
  },
  "tranDate": "2025-12-25",
  "createdFrom": {
    "id": "4001"
  },
  "account": {
    "id": "10"
  },
  "paymentMethod": {
    "id": "1"
  },
  "memo": "Full refund - defective product",
  "item": {
    "items": [
      {
        "item": { "id": "789" },
        "quantity": 2,
        "rate": 49.99
      }
    ]
  }
}

Auto-Fill from Cash Sale

When you provide createdFrom with a cash sale ID, NetSuite can auto-fill customer and item details.

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Example: Update Cash Refund

PATCH /record/v1/cashRefund/7001
Content-Type: application/json

{
  "memo": "Refund processed - check mailed",
  "otherRefNum": "RMA-2025-001"
}

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Cash Refund vs Credit Memo

Cash Refund	Credit Memo
Immediate cash payment to customer	Credit on account
Reduces bank balance	Reduces A/R balance
Single transaction	Separate from payment
Use for returned cash sales	Use to apply against future invoices
Closes immediately	Remains open until applied

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Cash Refund vs Customer Refund

Cash Refund	Customer Refund
Refunds returned items	Refunds overpayments/credits
Includes line items	Applies against credit memos
Reverses revenue	Reduces A/R credit balance
For product/service returns	For payment corrections

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Query Filters

Find Cash Refunds by Date

GET /record/v1/cashRefund?q=tranDate='2025-12-25'

Find by Customer

GET /record/v1/cashRefund?q=entity='456'

Find by Payment Method

GET /record/v1/cashRefund?q=paymentMethod='2'

Find by Date Range

GET /record/v1/cashRefund?q=tranDate BETWEEN '2025-12-01' AND '2025-12-31'

Find High-Value Refunds

GET /record/v1/cashRefund?q=total > 500

Find by Source Transaction

GET /record/v1/cashRefund?q=createdFrom='4001'

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Important Notes

Accounting Impact

Creating a cash refund:

• Debit: Revenue/Income accounts (per line item)
• Debit: Sales Tax Payable (if applicable)
• Credit: Cash/Bank Account

This reverses both the revenue and cash from the original sale.

When to Use Cash Refunds

• Returned cash sales
• Defective products
• Customer cancellations
• Service not rendered
• Customer dissatisfaction
• Quick refund without credit process

Immediate Payment

• Cash refunds process payment immediately
• No separate customer refund transaction needed
• Reduces cash/bank balance immediately
• Cannot be partially applied

Payment Methods

Common methods for cash refunds:

• Check (most common)
• Cash
• Credit card refund (back to original card)
• ACH/EFT
• Store credit (use Credit Memo instead)

Credit Card Refunds

• Refund to original payment method
• May require payment processor integration
• Processing fees may apply
• Reversal time varies by processor

Return Authorization Workflow

Standard workflow for returns:

1. Customer requests return
2. Create Return Authorization (RMA)
3. Receive items back
4. Create Cash Refund
5. Process payment to customer

Inventory Impact

• Returns items to inventory
• Updates item quantities
• Affects inventory valuation
• May trigger restock fees

Revenue Recognition

• Reverses revenue immediately
• Important for financial reporting
• Affects period-end close
• May impact revenue allocations

Voiding vs Deleting

• Void: Recommended for posted refunds
• Creates reversing journal entries
• Maintains audit trail
• Delete: Only if period unlocked and no GL impact

Multi-Currency

• Must match customer's currency
• Exchange rate captured at refund date
• May differ from original sale rate
• Exchange gain/loss may apply

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See Also

• Cash Sale - Original cash sale
• Credit Memo - Issue account credits
• Customer Refund - Refund overpayments
• Return Authorization - Process returns