Adding, Editing, or Deleting a Refund Batch

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A/R Refund Entry Screen

A/R Refund Batch List Screen

You use refund batches to contain refunds to customer accounts.

  • In Bank Services, on the Banks screen, for each bank you use to issue refunds, specify the check stock and check forms to use when refunding by check.
  • On the A/R Options screen, specify refund options for your Accounts Receivable system:
    • On the Transactions tab, specify whether Accounts Receivable displays an error message, a warning, or no message when you try to process a refund using a check number that has been issued for the same bank.
    • On the Numbering tab, enter the prefix and next number to assign to refunds.

  • If you use Payment Processing and want to delete a refund batch that includes one or more Paya credit card refunds, you must void those refunds before you can delete the refund batch. For more information, see Voiding a Credit Card Refund.

    Note: If a refund has been settled in Paya, you cannot void the refund or delete the batch.

To create a refund batch:

  1. Open Accounts Receivable > A/R Transactions > Refund Entry.

    Note: You can also create batches from the A/R Refund Batch List screen. For more information, see A/R Refund Batch List Screen.

  2. Click the Create New Batch button.

    Accounts Receivable automatically assigns a number to each new batch starting with 1. You must use the assigned batch number.

  3. Enter a description and a date for the batch.
  4. Select the bank to which you will make the deposit.
  5. In a multicurrency ledger, select the currency for the batch.

You can view, edit, or delete an existing batch of refunds.

To open a refund batch:

  1. Open Accounts Receivable > A/R Transactions > Refund Entry.
  2. In the Batch Number field, specify the number of the refund batch.

To delete a refund batch:

  1. Open Accounts Receivable > A/R Transactions > Refund Batch List.
  2. Specify the number of the batch to be deleted.
  3. Click Delete.

    All transactions in the batch are deleted and the batch is listed as deleted on the Batch Status report. You cannot reuse the batch number.

  • Clear the data for the deleted batch from Accounts Receivable. (Select the Clear Deleted And Posted Batches option on the A/R Clear History screen.)