---
title: "Map Refunds"
slug: "map-refunds"
description: "Map POS refund accounts to GL accounts in DSS by setting Sales Account to Undeposited Funds and Payment Type to a Refund GL."
updated: 2026-08-21T02:40:10Z
published: 2026-08-21T02:40:10Z
canonical: "docs.restaurant365.com/map-refunds"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Map Refunds

Refunds will come in to R365 as both a Sales Account and Payment Type Account from your POS. **While R365 cannot provide official accounting advice on which GL account(s) you should map refunds to,** we recommend the following:

1. The **Sales Account** should be hitting **Undeposited Funds or a Bank Account** (to show a decrease in funds from your bank account).
2. When assigning a **Payment Type Account**, many Users create a **new GL Account** called 'Refund' for it. Ensure this GL Account is **not** mapped to a 'Sales' GL Type, since it will decrease your Sales for that day (which is not what a refund should do).

> If you do create a new 'Refund' GL Account, it would likely be an 'Operating Expense' GL Type
3. After updating the mapping, you will need to **unapprove the DSS** (if a refund was listed on it) and **recreate the DSS journal entry** to update it to the new mapping.

> [!NOTE]
> Recreating the DSS journal entry to apply an updated mapping only works for a Daily Sales Summary within R365's data retention window, approximately 90 days. For an older Daily Sales Summary, contact [R365 Support](https://help.restaurant365.net/support/home) with the specific locations and date range to apply the updated mapping to historical entries.

All future refunds will then follow this mapping upon import.

---

## **Refunds Recorded as a Negative Credit**

Some POS systems will record the Refund Sales Account as a **negative value** on the credit side of the DSS Journal Entry.

When the refund is recorded as a negative value on the credit side of the DSS Journal Entry, the mapping will need to be reversed as follows:

1. The **Payment Type Account** should be hitting **Undeposited Funds or a Bank Account** (to show a decrease in funds from your bank account).
2. When assigning the **Sales Account**, many Users create a **new GL Account** called 'Refund' for it. Ensure this GL Account **is** mapped to a 'Sales' GL Type so it will decrease your Sales for that day.

> This can also map this to an existing Sales Account; i.e. - 'Food Sales.'
3. After updating the mapping, you will need to **unapprove the DSS** (if a refund was listed on it) and **recreate the DSS Journal Entry** to update it to the new mapping

> [!NOTE]
> Recreating the DSS journal entry to apply an updated mapping only works for a Daily Sales Summary within R365's data retention window, approximately 90 days. For an older Daily Sales Summary, contact [R365 Support](https://help.restaurant365.net/support/home) with the specific locations and date range to apply the updated mapping to historical entries.

All future refunds will then follow this mapping upon import.

Restaurant365

POS (Point of Sale)

A system used by businesses to process sales transactions and manage customer payments. Connected to R365 through a [POS integration](/doc/docs/pos-integration-overview).

Financial account used to record specific transactions in the general ledger.

Journal entry (JE) Record posted to the General Ledger to document financial activity.