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:

• Administrative Set-up: Issuing a Check Refund with:
  • A CONTRA clearing account
  • The customer set up as a Supplier
• Customer Return with a credit invoice to process against the refund

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

Opening the Invoice for Refund

In the Customer Payment window:

1. Click New
2. Click Customer Payment

In the Invoices field:

3. Enter the credit invoice number

4. Press Tab
   • The Invoices pane will populate and the cursor will move to the next Payment Received field.
5. Leave the Payment Received field at 0.00

In the Invoices pane:

6. Filter & Select the 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

2. Click Add Adjustment

In the Adjustment line item:

3. Select your CONTRA clearing account

In the Adjustment field:

4. Enter the refund amount as a negative value

5. Press Tab
   • The Invoice Balance will update to 0.00
6. Enter the journal date

7. 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

Creating a New Payable

In the Payable window:

1. Click New
2. Click Miscellaneous

In the Supplier field:

3. Click the Magnifying Glass icon

In the Find window:

4. Filter & Select the customer as a supplier

5. 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

2. Enter the Invoice Amount amount as a positive value

3. Enter the invoice date

In the Manual Distribution tab fillable line item:

4. Select the division
5. Select your CONTRA clearing account
6. Enter the refund amount

7. Click Release

The payable for the refund amount is prepared.

Performing a Check Run

After the payable is released, Perform a Check Run.

Making the Customer as a Supplier Inactive

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