The steps involved in this process relate to two specific situations.
1. Customer has a credit balance due to overpayment, credit memo or deposit, and would like a refund by check.
Go to:
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Accounts Payable (Module 3)
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Voucher Entry and Editing (Task 1)
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Enter (ADD) New Transaction (Sub-task 1) Note: use vendor #99999 (for miscellaneous) or the vendor #, if the customer is also a vendor.
- Distribute the amount to a refund or miscellaneous GL account number (make note of the GL account number as it will be used in the next step).
- Post and print the refund check.
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Enter (ADD) New Transaction (Sub-task 1) Note: use vendor #99999 (for miscellaneous) or the vendor #, if the customer is also a vendor.
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Voucher Entry and Editing (Task 1)
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Proceed to Accounts Receivable (Module 2)
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Sales Entry and Editing (Task 1)
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Enter a New Sales Record (Sub-task 1)
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Create and post a debit memo for the customer, making note of the following:
- Use an invoice number that is outside the normal invoice numbers assigned by the system….make note of the ‘invoice’ number.
- On line #5, use Sale Type = 5 for Debit Memo.
- On line #9, enter amount to be refunded
- On line #15, use the applicable state tax flag from the table.
- On lines #20 through 25 use the applicable zone tax & amount.
- Distribute to the same GL account number used in Accounts Payable.
- Post the Debit Memo.
- Note: line 15 and lines 20 through 25 on the debit memo should be Non-taxable.
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Create and post a debit memo for the customer, making note of the following:
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Enter a New Sales Record (Sub-task 1)
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Sales Entry and Editing (Task 1)
- Go to Customer Inquiry (Task 27 in AR module) and apply the overpayments/credits/deposits to the debit memo.
2. Retail/Cash Customer is to be issued a credit and would like a refund by check.
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Order Processing (Module 6)
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Order Entry and Editing (Task 1)
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Enter New/Change Existing Order (Sub-task 1)
- Trx Type = 3 (Credit Memo)
- On the Collection Screen enter the balance due to the customer in the check field - #12 (this should be the same amount as the check that will be issued in AP). Put a “Cash/Check Paid Out” slip in the drawer for this amount. The Daily Teller Checkout report (from Task 11 in O/E module) will show the check total under by this amount.
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Enter New/Change Existing Order (Sub-task 1)
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Order Entry and Editing (Task 1)
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Proceed to Accounts Payable (Module 3)
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Voucher Entry and Editing (Task 1)
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Enter (ADD) New Transaction (Sub-task 1)
- Issue a check to the customer and distribute the amount to a refund or miscellaneous GL account number.
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Enter (ADD) New Transaction (Sub-task 1)
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Voucher Entry and Editing (Task 1)
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Then AFTER sales are posted from the Invoiced Order Holding File (Task 2 in O/E module) into Accounts Receivable Sales Entry & Editing (Task 1), the system automatically creates a zero debit memo. The credit memo and the check refund will automatically be applied to the zero debit memo. While the cash/checks/credit cards are still in A/R, Cash Receipts Entry & Editing (Task 1), go to:
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Accounts Receivable (Module 2)
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Cash Entry and Editing (Task 2)
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Enter New Cash Record (Sub-task 1)
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Enter Lines as follows (listed below are the important fields):
- Line #2: Trx Type (enter a misc. type - 7 or 8)
- Line #3: Customer #
- Line #14: GL acct # (use same GL # as used in AP)
- Line #15: GL acct $ (enter the amount of the refund - use a positive dollar amount)
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Enter Lines as follows (listed below are the important fields):
- On the Cash edit & posting the “Total amount received” should reflect the deposit plus credit cards. The “Total change to A/R” is the amount that must be used to balance Accounts Receivable.
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Enter New Cash Record (Sub-task 1)
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Cash Entry and Editing (Task 2)
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Accounts Receivable (Module 2)