How to: Receive a refund or credit for a deposit on a purchase order where some or all products have not been received.

Environment: Comsense Enterprise

In this article:

Before Handling the Unused Supplier Deposit

Before processing the credit or refund on the unused deposit, you must Unsource the Purchase Order. After you unsource the purchase order you can proceed with Receiving Credit for the Supplier Deposit or Receiving a Refund for the Supplier Deposit.

Creating a New Payable for Purchase Order

Receiving credit or a refund from the supplier requires creating a new payable for purchase order.

In the Payable window:

1. Click New
2. Click For Purchase Order

3. Select the purchase order
4. Click OK

You now have a new payable and can proceed with the process to Receive Credit for the Supplier Deposit or Receive a Refund for the Supplier Deposit.

Receiving Credit for the Supplier Deposit

In the Payable window:

1. Create a New Payable for Purchase Order
2. Enter the:
   • Invoice number
   • Invoice date
3. Enter the credit amount as a negative value

4. Press Tab

In the Note field:

5. Enter a note detailing:
   • The Deposit Payable #
   • Purchase order #
   • Reason for the credit

6. Click Save & Close

The deposit amount is now available as a credit for future purchases from this supplier.

Receiving a Refund for the Supplier Deposit

Unlike crediting the supplier deposit, receiving a deposit refund requires more than one transaction.

Distributing the Deposit Balance

In the Payable window:

1. Create a New Payable for Purchase Order
2. Enter the:
   • Invoice number
   • Invoice date
3. Enter a note detailing:
   • The Deposit payable #
   • Purchase order #
   • Reason for the refund
4. Click the Manual Account Distribution tab
5. Select the division
6. Select the CONTRA AR/AP account

7. Enter the refund amount as a positive value
8. Enter a note detailing the reason for the refund

9. Click Save & Release

Depositing the Refund Check

After you receive the check refund, deposit the check against the Miscellaneous Cash Receipts

In the Bank Deposit window:

1. Click New

In the Bank Account window:

2. Select & Open the deposit bank account

In the Bank Deposit window:

3. Click the Miscellaneous Cash Receipts tab
4. Click the Find Account button

5. Select & Open the CONTRA AR/AP account

6. Enter the refund amount as a positive value
7. Enter a note detailing the reason for the check

8. Click Save & Close

The manual account distribution in the CONTRA AR/AP account is now reconciled.