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Apply partial Customer Deposit, refund the remainder?

edited Dec 23, 2019 11:02PM in Accounting / ERP 3 comments

Problem here, for which I'd really appreciate any suggestions:

1)  Customer places a large prepaid order and requests one additional case as a sample (free), to be shipped right away.  Okay, we ship that case right away.  The main order is to be shipped when payment is received.  We create and approve a sales order for the main order and enter an inventory adjustment for the sample case (which posts the COGS amount to a samples expense account).
2)  Payment is received and deposited; in NetSuite, it is entered as a Customer Deposit.
3)  The customer cancels the order (which hasn't been shipped yet). They're keeping the sample case but agree to pay for it.  We tell them that as soon as the check clears, we'll refund all of it except the amount for the one case.

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