How to: Set up Comsense to issue a check refund for 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

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

In the Type field:

3. Select Supplier

4. 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

Accessing Supplier

Enterprise > System Options > Supplier

Creating a Supplier

In the Supplier window:

1. Click New
2. Fill in the customer:
   • Name
   • Address

3. Click the Profile tab
4. 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

5. Click the Division tab

Under the Division column:

6. Select the division of the transaction

7. 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.

In the Account Assignment window:

2. 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

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:

2. Select Inactive

3. Click Save

 The customer as a supplier is now Inactive