Administrative Set-Up: Issuing a Check Refund

How to: Set up to issue a check refund from a customer payment.

Environment: Comsense Enterprise

In this article:

Creating a Supplier Reporting Class for Customer Transactions

*Note: You do not need to set up a new supplier reporting class for customer transactions if one already exists in your system.

Creating a new reporting class allows you to track the refund transaction separately from the other supplier reporting classes. You require the reporting class when you Create the Customer as a Supplier.

Accessing Reporting Class

Enterprise > System Options > Reporting Class

Click image to enlarge
Enterprise Navigation menu; shows the location of Reporting Class.
Image 1: Enterprise Left-Hand Navigation Menu

Creating a Reporting Class

In the fillable line item:

  1. Enter the name
    • E.g. CUSTREF
  2. Enter the description
    • E.g. For Customer Refund
Click image to enlarge
ReportingClass List window; shows the location of the Name and Description field.
Image 2: Reporting Class Name & Description

In the Type field:

  1. Select Supplier
Click image to enlarge
ReportingClass List window; shows the Type drop-down menu and the location of supplier.
Image 3: Reporting Class Type
  1. Click Save

You now have a customer return reporting class.

Creating the Customer as a Supplier

*Note: You do not need to create the customer as a supplier if one already exists in your system.

Processing a refund by check requires you to replicate the customer in the Supplier window because check runs are normally directed to suppliers. Before you create the customer as a supplier, get the following information from the Customer window:

  • Name
  • Address
  • Currency
Click image to enlarge
Customer window; shows the location of the Name, Address, and Currency fields.
Image 4: Customer Information

Accessing Supplier

Enterprise > System Options > Supplier

Click image to enlarge
Enterprise Navigation menu; shows the location of Supplier.
Image 5: Enterprise Left-Hand Navigation Menu

Creating a Supplier

In the Supplier window:

  1. Click New
  2. Fill in the customer:
    • Name
    • Address
Click image to enlarge
Supplier window; shows the location of the Supplier Name field and the Address fields.
Image 6: Supplier Name & Address
  1. Click the Profile tab
  2. Fill in the Profile tab's mandatory fields using Table 1
    Click here to view Table 1
    Table 1: Profile Tab Requirements
    Field Requirements
    Currency

    The customer currency

    Status Active
    Terms Select any
    Reporting Class The New Reporting Class
    Payment Status Normal
    Payment Group Select any
    Net Extension Leave as default
    Discount Extension Leave as default
Click image to enlarge
Supplier window; shows the location of the mandatory fields in the Profile tab.
Image 7: Profile Tab Mandatory Fields
  1. Click the Division tab

Under the Division column:

  1. Select the division of the transaction
Click image to enlarge
Supplier window; shows the location of the Division drop-down menu in the Divisions tab.
Image 8: Division Field Drop-Down Menu
  1. Click Save

The customer is now in the system as a supplier.

Creating a CONTRA Clearing Account

*Note: You do not need to set up a new CONTRA clearing account if one already exists in your system.

The CONTRA clearing account holds the funds while the refund transactions take place.

In the Chart of Accounts window:

  1. Create a General Ledger Account using Table 2
    Click here to view Table 2
    Table 2: CONTRA Account Requirements
    Field Requirements
    Account Id General ledger numbering convention 
    Name CONTRA Clearing Account AR/AP
    Account Class

    Other Assets (Assets) or Other Liabilities (Liabilities)

    *Note: It does not matter which you choose.

Click image to enlarge
Chart of Accounts window; shows the location of the Account Id, Name, and Account Class fields.
Image 9: General Ledger Account Requirements

In the Account Assignment window:

  1. Assign the General Ledger Account using Table 3
    Click here to view Table 3
    Table 3: Account Assignment Requirements
    Field Requirements
    Transaction Type Customer Payment Adjustment tab
    Division Division of transaction
    Account CONTRA Clearing Account AR/AP account Id
    Note Customer Refund
Click image to enlarge
Account Assignment window; shows the location of the Division, Account, and Note fields.
Image 10: Account Assignment Requirements

You now have a CONTRA clearing account for the customer refund.

Making the Customer as a Supplier Inactive

To avoid any unintended use of the customer as a supplier, always make the supplier inactive after the refund is complete.

In the Supplier window:

  1. Open the customer

In the Status field:

  1. Select Inactive
Click image to enlarge
Supplier window; shows the Status feild as Inactive.
Image 11: Inactive Supplier
  1. Click Save

 The customer as a supplier is now Inactive

Have more questions? Submit a request

Comments