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Refund Record
Refund Record


Product Code: 18

Original Order Information

Original Order number*:

Original Order Date*:

Original Invoice Amount*:

Refund Order?:
Refund entire order
Refund Partial Order

Refund Reason*:

Returned Items $ Amount Total*:

Discount Fees

Discount off equipment %*:

Discount off material %*:

Refund Fees

Less 10% Restocking Fee*:

Less 3% Credit Card Fee*:

Less Freight*:
Less Inbound Freight

Less Not New Condition*:

Not New Condition or solder fee:

Restocking Charge 10%:

Cancellation Fee 3%:

Total Amount Of Discounts:

Pre-Tax Subtotal*:

Tax (Sub Total X %):

Post-Tax Subtotal*:

Inbound Freight Charge:

Outbound Freight Charge:

Freight return paid by*:

Refund Amount*:

Please enter refund information*:

Payment Information

Refund Type*:

Last 4 Digits Credit Card Number*:

Refund Date*:

Refund Transaction ID*:

Original Sales Person*:

Refund Completed

Refund Completed By*:

Steps To Complete Refund Record:
Box 1) "Original Order Number" = Enter original order number
Box 2) "Original Order Date"=Enter date customer placed original order
Box 3) "Original Invoice Amount" = Enter Grand Total $ amount
Box 4) "Refund Order"=Select entire order if the complete original order is being refunded/ Select partial order if customer is keeping a portion of the original order

Box 5) "Refund Reason"=Select applicable reason from drop-down
Box 6) "Returned items $ amount total"= Enter the BEFORE TAX $ total of returned item(s) from return check in form using $ Totals from original order NOT current web pricing. Pricing could have gone +/- on website from original order.

Box 7) "Discount off of Equipment %"= enter "0" unless there was a special discount on the original order (examples: 1% cash discount, customer satisfaction, RT approved discounts, craigslist, Spanish Advertisement coupons etc...). If there is a discount on original order enter the amount in this box.

Box 8) "Discount off of Material %"= enter "0" unless there was a discount for materials on original order. (example: 10% discount on materials salesmen use on materials over $2,000, 20% on orders over $5,000)

Box 9) "Less 10% restocking fee"= select appropriate box. *Note* If restocking fee was waived you must enter a reason why and initials who approved it in the notes section of refund record.

Box 10) "Less 3% credit card fee"= select appropriate box. *Note* Follow eCommerce cancellation rules. Any exception to rule must have initials of who approved it and why in notes section of refund record.

Box 11) "Less Freight"= Select appropriate box. If customer is paying for inbound freight and we are deducting from refund select that box "less inbound freight" if they are using Budgets Freight Account. If customer pays on their own then select "none"

Box 12) "Less Not New Condition"= If freight arrived not as described (examples: evidence of installation, box and packaging missing, soldered, etc...) select YES. This means we will be deducting $ from refund.

Box 13) "Not new condition or solder fee"= Enter the amount agreed upon by management to be deducted for not new or soldered condition.

Box 14) "Restocking charge 10%"= Enter total $ value of restocking fee here if applicable. How to calculate from original invoice: Total retail price of returned items (Box 6) x .10 or .20 for commercial.

Box 15) "Cancellation Fee 3%"= Enter total $ value of cancellation fee if applicable. How to calculate from original order: Order Grand Total (Box 3) x .03

Box 16) "Total amount of discounts"= If applicable enter the total $ value of any discount applying to item(s) needing to be deducted from refund (total of boxes 7 & 8).

Box 17) "Pre-Tax Subtotal"= Box 6 minus applicable Boxes 13-16. DO NOT CALCULATE TAX IN THIS FIELD.

Box 18) "Tax (subtotal x 7% FL 8.25% TX)"= multiply Box 17 by .07 for FL. For TX tax orders= Multiply Box 17 by .0825 enter amount here.

Box 19) "Post-Tax Subtotal"= Box 17 + Box 18. Enter that amount here.

Box 20) "Inbound Freight Charge"= Enter 0 unless Budget paid to have freight/package sent back on our account. If sent back under Budget account enter the $ amount from trucking company invoice for true cost to get the equipment back to Budget. Do not use quote! Must be off physical invoice accounting received from trucking company. Work with Accounts Payable Department to determine this amount.

Box 21) "Outbound Freight Charge"= Enter the amount from original order that customer paid for shipping. Be sure to check customers account for additional orders with freight charge corrections! If it was a free shipping equipment order use $250. Supplies check tracking information to see amount charged via USPS, FedEx, UPS.

Box 22) "Freight return paid by"= Select appropriate box. If customer paid inbound freight, select customer. If Budget paid for freight (i.e. package/freight came back on our account and we are deducting from refund) then select Budget. *Note*: If we paid for inbound freight and we are not deducting from refund this must be explained with initials of who authorized in notes section of refund.

Box 23) "Refund Amount"= Total refund owed to customer. Box 19 minus 20-21 if applicable. Enter this amount here. *Note*: If refund is due to Budget error, you will not deduct Box 20-21 from refund, however notes MUST be in notes section and pre-approved by management. If a confidential note it must be on CRM private notes of refund record.

Box 24) "Please Enter Refund information"= Type relevant notes to this refund. (example: reasons for waived fees, freight charges, etc..). *Remember*: Anything typed in this field the customer will read. For private notes (i.e. actual costs or any other internal communication) go to CRM private notes after order is placed and enter there. DO NOT USE EMPLOYEE NAMES ONLY INITIALS on refund record.

Box 24) "Original Sales Person"= Initials of salesman who placed original order. If original order was placed online enter WEB.

Box 25) "Refund Type"= Select the card type used on original order.

Box 26) "Last 4 digits Credit Card Number"= Enter last 4 digits of original card number. MUST BE THE SAME AS REFUND CARD NUMBER.

Box 27-28) Enter ... (This section is completed by the GM)

Box 29) "Original Sales Person"= Initials of salesman who placed original order. If original order was placed online on their own enter WEB or leave blank or N/A.

Box 30) GM completes this field if transaction done online. If swipe initials of Management who performed swipe machine refund.

Average Customer Review: 4 of 5 Total Reviews: 7 Write a review.

  0 of 0 people found the following review helpful:
Unsatisfyied with slow service. December 11, 2018
Reviewer: Ken Doughty from Grangeville, ID United States  
Was contacted a week after unit was ordered wanting more money for shipping a unit that showed in stock but was not. Unit was damaged in shipping and two boxes that were set on top of the unit were lost, should of had name and tracking information on each box. Then took weeks to get the lost items replaced as they had to be ordered from the manufacturer and sent to them, and then to me on slow freight carriers. Should have been direct shipped to me as fast as possible. Still no info on compensation for freight damage. Lost $30,000 in future work with customer because of this... They refunded me $100 on a over $4000 unit, and a $200 credit on my next order. Not much for what my losses are. NOT HAPPY WITH THIS TRANSACTION.

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  0 of 0 people found the following review helpful:
Replacement of a Freight Damaged Comp/Cond unit September 6, 2018
Reviewer: Bob Habingreither from Canyon Lake , TX United States  
My experience with BH&AC was generally good because of Trent Taucher  VP. I had a unit shipped to me by SAIA and it was damaged cosmetically. The damage was not obvious and by fault of my own, I did not unpackage and inspect the unit before the driver left the delivery location in New Mexico. BH&AC employees gave me little help of resolution and SAIA was little help also. After contacting Mr. Taucher  I found him to be both reasonable and helpful. I personally transported the unit from NM to Houston and he exchanged the unit for a replacement. I do not believe he had to do this but he did so which saved me a lot of money.

Because of his prompt and reasonable response to my problem, I will buy from BH&AC again. I had issues with two of their employees but Taucher and the warehouse people in Houston were great.

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  0 of 0 people found the following review helpful:
Kool Kap returned product August 2, 2018
Reviewer: Anonymous Person from Melbourne Beach, FL  
The return process went well and I was credited quickly. However, the product was inferior and did not work correctly. Additionally, postage cost for shipping to me was twice the cost of when I returned it priority mail.

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  0 of 0 people found the following review helpful:
mini split purchase/delivery February 6, 2018
Reviewer: Richard Fuerstenberg from Dahlonega, GA United States  
Purchased a Mitsubishi mini split a few months ago for a 2 car man cave I am building . I paid for liftgate home delivery but did not get that . I was contacted by the truck driver stating he won't/can't deliver to my home . I was surprised by this but agreed to meet 12 miles away because I wanted what I ordered . I contacted the salesman I had been dealing with about the issue . I heard nothing back . Two weeks ago I was asked to provide a survey . I told the person I did not want to provide feedback because I was ignored about the delivery issue . Two days after providing that reply I had a refund to my CC for the delivery fee . Because of that follow up I give this company a four star rating .

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  0 of 0 people found the following review helpful:
Rheem heat pump December 14, 2017
Reviewer: Craig Tumidiski from Coeburn, VA United States  
Lavnia was very good to me she keep me upto date on my damaged  air handler that was damaged
shealso got me a refund for the damage to it it.I proably spelled her name wrong but I appreciate  her very much.Thanks  Craig and merry Christmas

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