Refund Records

To view a refund record, open the client's record and select it in the list under Activity. The Overview, Distributions, and Applications tabs display for you to view and edit additional info. You can also delete the refund and edit it if necessary.

• Add payments and credits — To apply a payment or credit to the refund, select Add payments and credits. From the list of transactions, select the checkbox next to transactions to apply to the refund, then select Save. From the refund record, make sure the status displays the correct applied amount and balance. From the Applications tab, you can also view the transactions you applied.

  To automatically apply the payment or credit to the refund in the first row, select Apply automatically. If the amount exceeds the refund amount, the payment or credit is deducted from subsequent rows until the balance is $0.

  Note: In a future release, you'll be able to add applications for third-party billing.

• Unapply all — To remove all payments and credits for the refund, select Unapply all. On the Applications tab, the transactions are removed and the Overview tab displays the updated applied amount and balance.

  Tip: Unapply all doesn't display when payments and credits have been applied to the refund.

• Adjust — To adjust a posted refund, select Adjust. Enter the adjustment details, including the new date and reason, then save. For details, see adjust refunds.

• Delete — Delete a refund when it was added inadvertently or no longer needed.

  Tip: If a refund has unposted adjustments, you must post them first before deleting.

  • Unposted refund — To delete a refund you no longer need, select Delete. The refund is removed and no longer associated with the client.

  • Posted refund — To reverse (or refund) a posted refund, select Delete. After confirming, enter a reversal date for the journal entry that automatically generates the next time you post. To complete the changes, select Save.

    When deleting a posted refund:

    • You must have applicable permissions.

    • You can edit the reversal date before posting the reversal.

• Generate refund check — To reimburse a payment for the client, select Generate refund check. For details, see refund check settings.

  When adding a check:

  • You must have applicable permissions.

  • From Treasury, Banks, you must have a cash account selected for Receivables. For details, see subledger settings.

• Overview — Review info about the refund's balance, date, responsibilities, and notes. You can also add custom fields for the refund.

  Note: Responsibility is currently view only. Future support for payers and payees will be in a future release.

• Distributions — Distributions determine the amounts to allocate to accounts and projects for the refund. For details, see distributions.

• Applications — Review applications to confirm the payments and credits for the refund, as well as the unapplied balance. To open the payment or credit, select it under Transaction.