A/R Refund Entry Screen

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

Click this button to view and change payment details for a cash refund.

For more information, see A/R Cash Payment Screen.

Click this button to view and change payment details for a check refund, including the check language and currency, and whether to print the check using Accounts Receivable.

For more information, see A/R Check Payment Screen.

If you use Payment Processing, the Credit button becomes available on the A/R Refund Entry screen after you add a refund for a document for which a Paya credit card payment has been processed and settled. (The document must use the payment type SPS Credit Card.)

You can refund a credit card transaction by cash, check, or credit card. If you want to apply a credit to the credit card that was used for the original transaction, click the Credit button to open the A/R Process Credit Card screen. On this screen, you verify the billing information and transaction totals, and then click Apply Credit to apply the credit.

If you need to void (cancel) the refund after processing it, you can click the Void button on the A/R Refund Entry screen.

If the refund has not been settled in Paya, the refund is voided.

If the refund has been settled in Paya, an error message informs you that the refund cannot be voided. In this case, the transaction is complete, and if you want to charge the customer's credit card, you must create a new transaction.

Click this button to delete a selected record, account, batch, or transaction.

  • After you delete a batch or a document in a batch, you cannot reuse its entry number.
  • Deleted transactions are reported on the batch listing and posting journal for the batch.
  • Deleted batches are also reported on the Batch Status report.

Click this button to view the transaction history of a credit note or prepayment.

For more information, see A/R Document History Screen (Refunds).

When refunding a job-related credit note or prepayment, you can click this button to allocate amounts to specific details manually.

For more information, see A/R Job Details Screen.

Click this button to print checks for the refund batch that is currently displayed, and then post the batch.

For information about posting multiple batches, see Posting a Range of Batches.

Click this button to print a check for a selected refund.

For more information, see Printing a Single Refund Check.

Click Save to save an existing record, account, batch, or transaction to which you have just made changes.

If are entering a new record, account, batch, or transaction, this button is named Add.

Click this button to void a printed check.

For more information, see Voiding a Refund Check.

You use the batch date as part of your audit trail and to select batches to print on the batch listing and batch status reports. The batch date is also used as the default document date when you create a new document.

Accounts Receivable displays the session date as the default batch date when you create a new batch, but you can change it.

You can type a different date in the field, or select a date using the calendar. (Click the button beside the Batch Date field to display the calendar.)

Use the Batch Number field to:

  • Create a new batch.
  • Select the number of an existing batch you want to edit.

For more information, see Adding, Editing, or Deleting a Refund Batch.

The batch number is a permanent part of the information stored for a refund, and it appears with the transaction on Accounts Receivable reports, such as posting journals and the A/R G/L Transactions report, if you use the option to use the numbers as the description or reference for general ledger transactions.

You can use batch and entry numbers to trace transactions through the Accounts Receivable system and, if you use the numbers as the descriptions or references for G/L transactions, into your general ledger (unless you consolidate the transactions during posting in Accounts Receivable).

This field displays the name of the person who entered the transaction.

This field displays the number of entries in the batch.

This field shows the net amount of transactions entered for the batch.

The program displays as defaults any refund optional fields marked for automatic insertion, but you can change them or add any other optional fields that are defined for refunds.

Default values appear for refund optional fields, as follows:

  • If you assigned the same optional fields to the customer and ship-to location records as you defined for refunds, the optional field values for the ship-to location appear on the Optional Fields tab.
  • If the optional fields in the ship-to location record and the customer record are different from each other, the optional field values from the customer record appear as defaults for the refund.
  • If an optional field is defined for refund, but is not assigned either to the customer or the ship-to location, the program displays the value specified for the optional field in the Optional Fields record.

You can change the default value that appears for an optional field, as follows:

  • If the optional field is validated, you must specify a value that is defined for the optional field in Common Services.

    Note: If the optional field allows blanks, you can leave the value field blank.

  • If the optional field is not validated, you can enter any value that is consistent with the type of field (such as yes/no, text, number, date, or amount), providing the value you enter does not exceed the length permitted for the field. You can also leave the field blank.

Note: When you specify a value that is defined in Common Services, the description for the value is also displayed.

The description for the value appears automatically. You cannot change it.

This field displays the code for the customer's currency.

This field shows the exchange rate used to convert the refund from the customer currency to your functional currency.

The program displays the exchange rate specified in Common Services for the rate type and rate date used in the current refund, but you can change the rate, if necessary.

Accounts Receivable uses the exchange rate specified in Common Services for this date to convert amounts from the customer currency to your functional currency.

The document date is used as the default rate date, but you can enter a different date. If you enter a new date, Accounts Receivable displays the exchange rate associated with that date.

This field displays the code for the kind of rate to use when converting multicurrency amounts to functional currency.

Example: Your company might use "spot rate," "average rate," and "contract rate" as rate types.

You must specify a rate type that has been defined in the Currency Rate Types screen in Common Services.

Use this field to specify a default method for applying refunds to job-related receipts and credit notes that include multiple details. You can select one of the following methods:

  • Top Down. This method applies refunds beginning with the first detail until the refund is fully applied.
  • Prorate By Amount. This method applies a refund proportionately to document details, depending on their relative amounts.

If any refund details are to be paid in cash (you specified a cash payment type for at least one detail on the detail entry table), the total amount to be by cash appears in the customer's currency in the Customer Cash Amount field, along with the currency code.

To view or edit the cash account from which the refund is to be paid, or to change the currency or exchange rate for the refund, click Cash Payment to open the Cash Payment screen.

For more information, see A/R Cash Payment Screen.

If any refund details are to be paid by check (you specified a check payment type for at least one detail), the total amount to be by check appears in the customer's currency in the Customer Check Amount field, along with the currency code.

To view or edit the bank from which the refund is to be paid, to specify whether to print the check, or to change the currency or exchange rate for the check refund, click Check Payment to open the Check Payment screen.

For more information, see A/R Check Payment Screen.

If any refund details are to be paid by credit card (that is, you specified a credit payment type for at least one detail on the detail entry table), the total amount to be by credit card appears in the customer's currency in the Customer Credit Card Amount field, along with the code for the currency.

In the Customer Number field, type the customer number for the customer you are refunding, or select the number using the Finder.

Tip: To view comprehensive Accounts Receivable information for a specified customer, click the Inquiry button beside the Customer Number field. The Customer Inquiry screen appears, with the current customer selected.

The entry number identifies a transaction on the batch listing and posting journal. Accounts Receivable assigns entry numbers sequentially within each batch, and you must use the assigned number.

You can see the assigned entry number in the A/R Refund Entry screen, or you can use the batch listing to check the entry numbers.

Use the space beside the Entry Number field to enter a description for the entry.

The posting date is the date the refund is posted to General Ledger.

Accounts Receivable uses the posting date to select the fiscal year and period to which the refund is posted. (You cannot edit the year or period directly.)

The default posting date that appears depends on your choice for the Default Posting Date option on the A/R Options screen.

You can change the posting date, but you cannot use a posting date for a refund that is earlier than the posting date used on the document you are refunding.

Note: If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

The refund number is assigned using the prefix and next number specified for refunds on the A/R Options screen. You can type a refund number if you do not want the program to assign it. However, you can use a document number only once.

You can print posting journals by refund number.

Tip: To view comprehensive Accounts Receivable information for a specified document, click the Inquiry button beside the Refund Number field. The Document Inquiry screen appears, with the current refund selected.

Accounts Receivable uses the date you enter with a refund to select the default fiscal year and period to display. You can change to another year or period.

If the refund includes details to be refunded by check refunds, the date is used as the transaction date for the refund check.

The date is also used to assign the refund to aging periods on statements and reports, and to update statistics in customer records.

This date appears as the Document Date on the Customer Inquiry screen and on reports that include refund transactions.

When you enter a customer number, Accounts Receivable displays the customer name from the customer record in this field, and it uses the customer address for the remittance address.

If you are sending the refund to someone else or to a different location, you can change the Remit To information. Click the Zoom Zoom button button beside the Remit To field, then type the correct information on the Remit To Information screen that appears.

When finished, click Close to return to the A/R Refund Entry screen.

Accounts Receivable displays the fiscal year and period to which the document will be posted.

Accounts Receivable automatically displays the fiscal year and period that contains the date you enter in the Posting Date field. You cannot change this field except by changing the posting date.

Enter the code for the bank from which you are refunding this detail.

If you are entering a detail that you are refunding to a credit card, double-click in this column to open the Credit Card Bank screen, where you enter the bank code and (in a multicurrency system) the currency for the detail.

For more information, see A/R Credit Card Bank Screen.

The Current Balance field shows the outstanding balance (the original amount less applied amounts) for the document you are refunding.

This field appears only in multicurrency ledgers, if the customer uses a currency different from your functional currency.

It shows the amount you are refunding in the customer currency.

The Document Date field shows the date for the selected document.

The Document Type field shows the type of document you selected.

You can select only credit documents that you have posted for the customer or, if you are refunding a national account, that you have posted specifically for the national account.

Note: Credit documents include credit notes, receipts, prepayments, or unapplied cash transactions.

The Job Related field appears if you use Sage 300 Project and Job Costing.

If the document you are refunding is job-related, the field displays Yes.

For job-related documents that have more than one detail, you specify an Apply Method to distribute the refund amount to the document details.

This field shows the pending balance less the refund amount, displayed in the customer currency. The program calculates the outstanding balance after the refund for the selected detail.

The Original Amount field shows the original amount posted for the document you are refunding.

In the Payment Amount field, enter the amount you are refunding in the customer currency.

Use this field to specify the payment type you are using to refund the selected detail:

  • Cash.
  • Check.
  • SPS Credit Card (if you use Payment Processing).
    • Select the SPS Credit Card payment type only if you use Payment Processing. Otherwise, use the CC Bank field to process credit card refunds.
    • If you are processing a refund for a credit note, you must also use the Receipt No. field to select a receipt, prepayment, or unapplied cash transaction paid by SPS credit card.

    After you add the refund, the Credit button becomes available. You use it to open the Process Credit Card screen, where you apply the refund to the card used for the original transaction.

The total amounts refunded appear elsewhere on the Refund tab as Customer Cash Amount, Customer Check Amount, and Credit Card Amount, according to the payment type.

The Pending Balance field shows the current balance less any applied amounts that have not yet been posted (for pending receipts, adjustments, and refunds applied) for the document you are refunding.

You can edit this field only if the document you selected was paid by SPS credit card.

In the Receipt No. field, select a receipt, prepayment, or unapplied cash transaction to which to apply a refund.

The amount shown in the Cash Refund field is the total amount of the current refund that is paid in cash.

The amount shown in the Check Refund field is the total amount of the current refund that is paid by check.

The amount shown in the Credit Card Refund field is the total amount of the current transaction that is refunded to a credit card.

This field shows the total being refunded for all payment types for the current refund transaction.

Overview

You use the A/R Refund Entry screen to:

  • Refund credit notes, prepayments, and receipts, including job-related documents.
  • Reimburse customers by cash, check, or credit card.
  • Print a single refund check.
  • Print a batch of refund checks and then post the batch.
  • Void a printed check.

    If you make a mistake when writing a check, and print the check before realizing your error, you can easily void it using the A/R Refund Entry screen. (You do not have to void it through Bank Services.)

  • Void a credit card refund.

    If you use Payment Processing and make a mistake when refunding a credit card payment, you can easily void it using the A/R Refund Entry screen.

  • Print a batch listing for a selected refund batch. (Click File > Print Batch Listing Report.)

Note: You do not use the A/R Refund Entry screen to enter returns.

Optional Fields Tab

Note: This tab appears if you use Sage 300 Transaction Analysis and Optional Field Creator and you have defined optional fields for Accounts Receivable refunds. For more information, see About Optional Fields in Accounts Receivable.

You use the Optional Fields tab to:

  • Check the optional fields used on a refund document. More...

    Accounts Receivable displays the optional fields that you set up for automatic insertion on refunds, but you can change them or add other optional fields defined for Accounts Receivable refunds.

    If you assigned exactly the same optional fields to the customer record as you defined for refunds, the optional field values from the customer record appear.

    If an optional field is defined for refunds, but is not assigned to the customer, the program displays the value specified in the Optional Fields record.

  • Assign different optional fields to a document.
  • Check or change the value used for a refund optional field. More...

    You can change the default value that appears for an optional field, as follows:

    • If the optional field is validated, you must specify a value that is defined for the optional field in Common Services.

      Note: If the optional field allows blanks, you can leave the value field blank.

    • If the optional field is not validated, you can enter any value that is consistent with the type of field (such as yes/no, text, number, date, or amount), providing the value you enter does not exceed the length permitted for the field. You can also leave the field blank.

    Note: When you specify a value that is defined in Common Services, the description for the value is also displayed.

Rates Tab

Note: This tab appears only if you use multicurrency accounting and you are entering a document for a customer that uses a currency different from your functional currency.

You use the Rates tab to change the rate type, rate date, and exchange rate for converting the document amount from the customer's currency to the functional currency.

Refund Tab

You use the Refund tab to:

  • Specify the customer number and document type for a new refund.
  • Enter the document number.
  • Enter details for the document.

    See About Invoice Detail Types for more information.

  • Open separate screens on which you can enter the bank or cash account for cash refunds, the bank account for check and credit card refunds, and the currency (in multicurrency ledgers).
  • Edit or delete existing details.

Totals Tab

You use the Totals tab to check the totals for each type of tender (cash, check, and credit card) used in the refund, as well as their combined total.

The amounts are shown in the customer currency.