Summary

The Refunds process is used to refund Cash Credits and/or Deposits back to customers. Committing a Refunds batch will create an uncommitted invoice in the Accounts Payable module.

Step by Step

1     Open or create a Refunds batch.

• Open the Refunds Batches window (AP> Refunds). The Batches window will display all the open Refunds batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. All uncommitted refunds in the batch will be deleted.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Refunds process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and are used for reference only and do not affect the transaction or journal entry date of the transactions in the batch. The fiscal period the transactions are posted to is determined by the journal entry date entered when creating the GL Distribution report.
• Click CREATE to create the new Refunds batch.

2     Open the Batch Overview page. 

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Refunds process.
  • If you are not using the Project Management module, or you do not have it activated for use with Accounts Receivable, you will not see PM Distribution List option in the navigation menu.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Refunds process.

3     Generate the Refunds.

• Open the Generate Refunds window (AR> Refunds> Generate).
• Use Generate step to filter the accounts that you would like to include in the Refunds batch. Once the refunds are generated, you will still be able to remove any unwanted accounts from the Refunds batch in the Edit step.
• Select a Transaction Type from the drop-down menu.
  • Only Credit Cash and Deposit transactions can be refunded.
• Click the Age From drop-down menu to select either Transaction Date or Post Date. This will determine which date you will age from.
  • The Age From Date will default to today's date.
• The Minimum Age Days field is used to limit the accounts you would like to include in the batch by age days.
• The New Tran Date will default to the current date, but can be overridden. It is the date that will be associated with the refund adjustment to the customer’s account.
• Check the Billing Cycles toggles that contain the transactions you would like to refund.
  • Check or uncheck the toggle in the Cycle header to select or deselect all the displayed cycles.
• Check the Fee toggles you would like to include in the refunds batch.
  • Check or uncheck the toggle in the Fee header to select or deselect all the displayed fees.
• Click ADD to add specific accounts to the Accounts data grid.
  • Filter the displayed accounts on the Account Selection screen and click the Select button   when you have selected an account to include in the Refunds batch.
  • Selecting an account to include in the batch will override the filters above. If you add accounts to the Accounts section, only those accounts will be included in the batch.
• Click the Submit when complete. This will close the Generate Refunds window.

4     Edit the Refund Credits and Deposits.

• Open the Edit Refunds window (AR> Refunds> Edit).
• The Edit Refunds window is used to edit the amounts refunded on included accounts and to remove unwanted accounts from the refunds batch.
  • Select an account in the upper data grid to display the fee details in the Refund Details data grid below. The Amount column can be edited to create partial refunds.
  • Select an account and click REMOVE to remove that account from the batch.
• Click the Save button when complete. This will close the Edit Refunds window and return you to the Refunds Overview screen.

5     Print the Refunds Proof List. 

• Open the Print Refunds Proof List window (AR> Refunds> Proof List).
• Use the Report Type drop-down menu to print a Detail or Summary report.
  • The Summary report contains the Transaction Date, Customer Name, Account Number, Description, line item Total, and report Total.
  • The Detail Report includes everything included in the Summary report as well as the Fee Code for each line item being refunded, the Debit and Credit accounts for Refunds, and the account dollar amount. Each Refund is totaled and the report provides a grand total.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

6     Print the GL Distribution report.

• Open the Print GL Distribution window (AR> Refunds> GL Distribution).
• The Journal Entry field is used to enter the transaction date you want to appear in the General Ledger for this batch.
  • This date will determine the fiscal period in which the refunds are recorded. Remember, you generally do not want this batch to impact the General Ledger, so the debit and credit accounts on this report should generally be the same number. This process adjusts the credit or deposit off of the AR account applies it to the AP cash account.
• The Report Type drop-down menu is used to specify the amount of detail that will appear in the report.
  • The Summary report displays the Fund, Account, account Description, Debit Amount, Credit Amount, and Debit and Credit Totals by Fund and Report.
  • The Detail report includes everything in the Summary report as well as line item details.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

7     Print the PM Distribution report.

• If you have checked PM Interface in the AR Utilities, you will have to print the PM Distribution List whether you have entered project management data or not. Generally, credit amounts and refunds do not affect Project Management, however deposits may affect the projects.
• Open the Print PM Distribution window (AR> Refunds> PM Distribution).
• Select the Report Type you would like to print.
  • The Summary Report displays the Task code, Fund, Account, Description, Debit Amount, and Credit Amount. The report is sorted by PM Task Code, Fund, and then Account Number. Totals are provided for the Debit and Credit Amounts.
  • The Detail Report includes everything from the Summary Report as well as Debit and Credit Totals for each instance of an Account Number within each Task and Fund.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

8     Commit the Refunds batch. 

• The final step in the Refunds process is to commit the batch.
• Open the Commit window (AR> Refunds> Commit).
  • The Journal Entry date field will be populated with the date entered on the GL Distribution step. The journal entry date will determine the fiscal month and year that the journal entries will be posted to. Once the batch is committed, the information from the batch is sent to the Accounts Payable module as an uncommitted invoice, and a temporary vendor is created using the customer data.
  • The AP Settings section is used to specify the batch settings for the created invoice.
    • Click the AP Batch field search button to select an existing uncommitted AP batch that the refunds invoice will be added to. If you would rather add the refunds invoice to the next available AP batch, click the Create AP Batch button   above.
• Click the Submit button to commit the batch.