Returns Vs Chargebacks

In the eCommerce world, dealing with returns and chargebacks is an inevitable part of doing business. Both of these transactions can have a significant impact on your financial records if not handled correctly. Understanding the differences between them and how to properly record each in your accounting system is crucial for maintaining accurate financial statements and avoiding discrepancies in your books.

Understanding Returns

A return occurs when a customer who purchased goods from your store decides to send them back and requests a refund. Returns are relatively straightforward and typically happen when a customer is dissatisfied with a product for various reasons, such as it not meeting their expectations or being defective.

Recording a Return: When a return occurs, it is important to accurately record the transaction in your accounting system to ensure your revenue figures remain correct. Instead of categorizing the return as a cost, you should deduct the refunded amount from your income and designate it as “Returns and allowances.”

Example Journal Entry for a Return:

Account	Debit	Credit
Revenue—Returns and allowances	$40
Assets—Cash		$40

In this example, if a customer returns a $40 product, you would record a $40 debit to "Revenue—Returns and allowances," reducing your revenue, and a $40 credit to "Assets—Cash," indicating the refund issued to the customer. This effectively reverses the original sale transaction, reflecting that the revenue from this sale should no longer be counted.

Understanding Chargebacks

A chargeback, on the other hand, is a reversal of a credit card transaction, initiated by the cardholder’s bank. Chargebacks can occur for several reasons, such as the cardholder disputing the charge as fraudulent, forgetting about the purchase, or not recognizing the transaction due to a discrepancy in the merchant’s name on their statement.

Recording a Chargeback: When a chargeback happens, not only must you return the revenue, but you also often incur additional processing fees charged by the credit card company. These transactions should be recorded carefully to account for both the return of revenue and any associated fees.

Example Journal Entry for a Chargeback:

Account	Debit	Credit
Assets—Cash		$40
Revenue—Returns and allowances	$40
Expense—Chargeback fee	$10
Assets—Cash		$10

In this scenario, if a customer disputes a $40 purchase resulting in a chargeback, and the credit card company imposes a $10 fee, the accounting entries would include a $40 credit to "Assets—Cash" and a corresponding $40 debit to "Revenue—Returns and allowances." Additionally, the $10 fee is recorded with a $10 debit to "Expense—Chargeback fee" and a $10 credit to "Assets—Cash."

Key Differences Between Returns and Chargebacks

1. Initiation:

   • Returns are initiated by the customer through the merchant’s return process.

   • Chargebacks are initiated by the cardholder’s bank or credit card company due to a dispute.

2. Reasons:

   • Returns typically occur due to customer dissatisfaction with the product.

   • Chargebacks often result from disputes over unauthorized transactions, fraud, or unrecognized charges.

3. Financial Impact:

   • Returns directly impact revenue by reducing it through "Returns and allowances."

   • Chargebacks not only impact revenue but also incur additional fees, affecting both revenue and expenses.

Managing returns and chargebacks effectively is essential for maintaining accurate financial records in your business. By correctly categorizing these transactions and understanding their implications, you can ensure your financial statements accurately reflect your business operations. Proper handling of returns and chargebacks helps in maintaining transparency, building customer trust, and avoiding financial discrepancies that can complicate your accounting processes.