Issuing a Check Refund

How to: Issue a check refund.

Environment: Comsense Enterprise

Video Tutorial: Using a CONTRA AR-AP Account to Process a Payment to a Customer

In this article:

Before Refunding the Customer Payment

Before issuing the refund, the following must be complete:

Click image to enlarge
Example credit invoice.
Image 1: Credit Invoice

Moving the Refund Amount to the CONTRA Clearing Account

The CONTRA clearing account takes the credit amount which clears the invoice and holds the funds while the refund transactions take place.

Accessing Customer Payment

Enterprise > Receivables/Invoicing > Customer Payment

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Enterprise Navigation menu; shows the location of Receivables/Invoices and Customer Payment.
Image 2: Enterprise Left-Hand Navigation Menu

Opening the Invoice for Refund

In the Customer Payment window:

  1. Click New
  2. Click Customer Payment

In the Invoices field:

  1. Enter the credit invoice number
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Customer Payment window; shows the location of the Invoices field.
Image 3: Customer Payment Invoices Field
  1. Press Tab
    • The Invoices pane will populate and the cursor will move to the next Payment Received field.
  2. Leave the Payment Received field at 0.00

In the Invoices pane:

  1. Filter & Select the invoice line item
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Customer Payment window; shows the selected credit invoice.
Image 4: Credit Invoice Line Item

You now have the invoice line item for the payment adjustment.

Adjusting the Payment

In the Invoices pane:

  1. Right-click on the invoice line item
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Customer Payment window; shows the invoice line item right-click menu.
Image 5: Invoice Right-Click Menu
  1. Click Add Adjustment

In the Adjustment line item:

  1. Select your CONTRA clearing account
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Customer Payment window; shows the Adjustment line item and the Account field drop-down list.
Image 6: Account Field Drop-Down List

In the Adjustment field:

  1. Enter the refund amount as a negative value
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Customer Payment window; shows the location of the Adjustment field.
Image 7: Adjustment Amount
  1. Press Tab
    • The Invoice Balance will update to 0.00
  2. Enter the journal date
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Customer Payment window; shows the location of the Journal Date field.
Image 8: Journal Date Field
  1. Click Save

The payment is now adjusted with a balance of $0.00 and the refund amount is in the CONTRA Clearing Account.

Creating a Payable for the Refund Amount

Accessing Payable

Enterprise > Payables > Payable

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Enterprise Navigation menu; shows the location of Payables and Payable.
Image 9: Enterprise Left-Hand Navigation Menu

Creating a New Payable

In the Payable window:

  1. Click New
  2. Click Miscellaneous

In the Supplier field:

  1. Click the Magnifying Glass icon

In the Find window:

  1. Filter & Select the customer as a supplier
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Find window; shows the selected supplier.
Image 10: Supplier Find Window
  1. Click OK

The customer as a supplier is now the recipient of the payable.

Entering the Payable Information

In the Payable window:

  1. Enter the invoice number
    • Make the invoice number straight-forward or following your naming convention e.g. REF700854
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Payable window; shows the location of the Invoice Number field and an example invoice number.
Image 11: Payable Invoice Number Field
  1. Enter the Invoice Amount amount as a positive value
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Payable window; shows the location of Invoice Amount.
Image 12: Payable Invoice Amount Field
  1. Enter the invoice date

In the Manual Distribution tab fillable line item:

  1. Select the division
  2. Select your CONTRA clearing account
  3. Enter the refund amount
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Payable window; shows the manual account distribution line item with the division, CONTRA Clearing Account, and payable amount.
Image 13: Manual Account Distribution Line Item
  1. Click Release

The payable for the refund amount is prepared.

Performing a Check Run

After the payable is released, Perform a Check Run.

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Example refund check.
Image 14: Example Refund Check

Making the Customer as a Supplier Inactive

After completing the refund, always Make the Customer as a Supplier Inactive.

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Supplier window; shows the location of the Status field set to Inactive.
Image 15: Supplier Status Field
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