There are instances when you would like to Refund a Customer for an outstanding Credit. This is a two-step process which will remove the credit from a Customer’s Account and print a check for the Credit Balance. The first step is to remove the Negative Balance, an example can be seen below:
The Customer below has an unapplied credit of $-50.00 on their account.
In order to remove the negative Balance, you will enter a $0.00 Dollar Deposit as shown. Once you have completed the Deposit Heading Information, proceed to the next screen.
If you enter the Invoice number for the open Credit, the system will populate the Customer. The check amount will be left at $0.00. A check number such as refund can be input for visual reference, but is not required.
The following screen will display all open invoices for the Customer. Double click or enter on the negative Balance Invoice.
After selecting negative balance Invoice, you are brought to the Customer Invoice Payment Detail Screen.
The invoice Payment Amount and the Distribution Amount should both be the same as the Current Open Amount. If done correctly, the balance left to apply and the Amount of Check used will remain at $0.00. Once you have completed entering your invoice payment amount pressing escape or clicking okay which will take you back to the Customer Open Invoices Screen.
You can review the Payment on the screen above. If nothing needs to be changed, press escape or click okay for the next screen.
The next step is to Update Deposit which can be found in the menu path: Accounts Receivable System Cash Receipts System Update Deposit
Select the deposit to update.
Answer Yes to update
The Credit Balance is now removed from the Customer’s account, completing the first of the two-step process. Now that the balance has been removed, we can proceed to printing a check for the Customer. Checks can only be made payable to a Vendor. In order to make a Check out to a Customer a Miscellaneous Vendor is needed. If you do not have a Miscellaneous Vendor or have a question on what a Miscellaneous Vendor is, please contact a Computer Insights Support Representative.
The second step begins with entering a Check for the Customer, Checks can be entered here: Accounts Payable System Check Routines & Reconciliation Process Individual Checks Enter & Edit A/P Checks
Select new line on the right
Then choose your cash account
Press Enter to generate the next Check Number and then select your Miscellaneous Vendor. Under “Payee” type in your Customer’s name. Since you are going to print this check say Yes to Include in Print Batch.
Once you have completed the Check Heading screen, press escape or click okay to proceed.
There must be an invoice for every check written out of The Business Edge so we will enter an invoice here. In this case we typed REF041719 which signifies this is related to a refund check and the date it was issued. You will use the same distribution account you chose when you wrote off the Unapplied Balance on the Customer’s account.
Once you are done entering your Vendor Invoice click ok or press escape.
The next screen will display the A/P Checks In Process Register
Answer Yes to Update.
The next screen will display the A/P Checks In Process Register
After viewing the A/P Checks In Process Register you will be prompted to update once more. Answer Yes to update.
Depending on your flag set, you may also see a General Ledger Summary :
The final step is to print the check.