How to Refund a Customer in Accounts Receivable for Sage 300

Before You Start

• 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.
• Update currency information and exchange rates in Common Services.
• Identify the rate type, rate date, and exchange rate to use for each multicurrency refund you plan to add to the batch.
• Create or select the refund batch to use.
• If you use optional fields, define optional fields for refund transactions.
• If you use Payment Processing and you are refunding a transaction paid by credit card:
  • A credit card payment must have been processed and settled in Paya, and the batch containing the transaction must have been posted in Sage 300.
    Note: If the transaction you are refunding was entered in Order Entry, you must run Day End Processing before you can select the transaction on the A/R Refund Entry screen.
  • Sage Exchange must be installed and running on the workstation you are using to refund the payment.
  • You must have a working Internet connection.

To add a refund:

1. Open Accounts Receivable > A/R Transactions > Refund Entry.
2. Create a new refund batch or open an existing refund batch.
3. Enter general information for the refund.
   • Enter a description for the entry.
   • In the Customer Number field, type or select the customer number.
   • In the Refund Number field, accept the ***NEW*** entry to let the program assign the refund number.
   • Enter the date and the year and period for the refund, or accept the displayed information. (The program uses the session date and the current year and period as defaults for the refund.)
4. Specify the payment type.
   • If all or part of the refund is in cash, click the Cash Payment button, and then enter the bank or cash account and the currency for the cash refund. If you are refunding in a currency different from your functional currency, also specify the rate type, rate date, and the exchange rate for the refund.
   • If all or part of the refund is by check, click the Check Payment button, and then enter the bank, currency, and check language for the refund. If you are refunding in a currency different from your functional currency, also specify the rate type, rate date, and the exchange rate for the refund.
     Select the Print Check option if you are using Accounts Receivable to print the check. If you have issued a manual check, do not select the option, but enter the check number in the field provided.
     Note: When you add details for the cash refund later, the program updates the Check Amount field.
5. In the Detail table, add refund details.
   Note: When refunding a credit card payment, you can enter only a single detail line for the refund.
   For each detail:

    

   • Press the Insert key on your keyboard to insert a detail line.
   • In the Document Number column, enter the number for the document you are refunding, or use the Finder to select it.
     The program fills in information about the selected document, including the document type, original amount, current and pending balances, and whether the document is job related.

      

   • In the Payment Type column:
     • If you are applying a credit to the card used for the original transaction, verify that the payment type SPS Credit Card is selected.
     • If you are issuing the refund by cash or check, double-click the Payment Type field and select the payment type.
   • If you are applying the refund to a credit note paid by credit card, select the receipt number associated with the payment from the list in the Receipt No. field.
   • In the Payment Amount column, enter the amount you are refunding for the selected document. You can refund any amount up to the total for the original document.
6. Click Add to add the refund entry.
   The Credit button becomes available.
7. If all or part of the refund is by credit card, apply the credit to the card.
   • Click the Credit button.
     The PMT Process Credit Card screen appears in Credit mode, with the card used for the original transaction selected. (You cannot select another card because you must apply the refund to the card used for the original transaction.)

      

   • Click the Apply Credit button.
     Paya applies the credit to the card used for the original transaction. Transaction details and a status message appear on the PMT Process Credit Card screen.

      

   • Click Close to close the screen.
8. Click Save to save the refund entry.

After adding the refund

• Print the refund batch listing.
• If you are refunding by check, print the check and post the refund batch.