ISTech Support Forum - CUSTOMER REFUND

cathyh

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CUSTOMER REFUND
11/05/07 at 17:45:37

We are trying to issue a refund of a deposit made by a customer using AR-M. The program lets us pick the deposit and enter an amount and then we pick AP voucher as method, the way we would like to do it if possible.
After we post this refund, the deposit for the customer is reduced by the payment, but there is nothing posted to the GL. When we pay the AP voucher in AP, and the payment is posted, it shows a debit to AP Payable account and credit to bank account. But there is no previous post to AP so now our AP balance is off from the AP aging. The balance in AR prepayment account (AR Deposits) is also not correct.

We much prefer this method to "Manual Check". Are we doing something incorrectly or does this need to be fixed?

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Cathy Hamilton
Wing Inflatables, Inc.
EVO-ERP2008.1(20 users) w/IS Tech update 5/25/09 (as of 08/21/09)
Windows 2008 Server/client
Pervasive V10.1

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Lynn_Pantic Administrator evolution (n) - gradual change to a different form Posts: 5663	Re: CUSTOMER REFUND Reply #1 - 11/06/07 at 08:30:20 I just tested this and can't verify. I did a refund and chose AP Voucher and I did get the GL posting. Note that it posts in the "Other" batch type since it is hitting both AR and AP.
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cathyh Active Member I used to be indecisive; now I'm not so sure...... Posts: 1210 Gender:	Re: CUSTOMER REFUND Reply #2 - 11/06/07 at 10:35:16 I didn't think to look in "Other" and there were other unposted items there so I didn't see it at first. It is there though! Thanks, Lynn, for the quick response!
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LeAnn Cucchiara

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Re: CUSTOMER REFUND
Reply #3 - 11/08/07 at 08:01:59

Could you please verify the proper steps in creating a customer refund that I want to cut a check for through A/P?

I have an invoice that was printed/posted. The payment has not been posted yet. Am I correct to do the following:
AR-C: process payment of invoice against bank account (Asset Acct)
AR-B: enter voucher for credit against sales acct (Income Acct)
AR-M: create customer refund agianst A/P acct (Liability Acct) - this is where I get fuzzy - are there any other steps that needs to be done or does AR-M actually create the voucher/invoice that you can pick & pay?

If so, is the transaction complete at this point? Does my customer also have to be entered as a vendor as well? I think, yes, in order to cut a check? If so, do they need to be in as a vendor prior to doing AR-M?

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LeAnn Cucchiara
Plastronic Enclosures, Inc.
www.pei2000.com
Evo-ERP Version 2008.1
IS Tech Update 12/21/08 Build 12/22/08
Evolved from DBA Classic 2004.1

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cathyh

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I used to be
indecisive; now I'm
not so sure......

Posts: 1210
Gender: female

Re: CUSTOMER REFUND
Reply #4 - 11/08/07 at 09:05:50

We just tested this and it did process correctly (after I looked in "Other" transactions in GL-O)
1. We received the payment as a deposit by the customer "On Account".
2. We applied part of the deposit to the invoice.
2 We created a customer refund in AR-M for the over-payment amount and chose type "AP Voucher" instead of "Manual Check"
3. AR-M created an AP Voucher in AP to pay the Customer with. AP can now use usual method of picking voucher to pay, etc. The voucher shows in AP Aging.

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Cathy Hamilton
Wing Inflatables, Inc.
EVO-ERP2008.1(20 users) w/IS Tech update 5/25/09 (as of 08/21/09)
Windows 2008 Server/client
Pervasive V10.1

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LeAnn Cucchiara

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Gender: female

Re: CUSTOMER REFUND
Reply #5 - 11/08/07 at 10:34:08

Quote from cathyh on 11/08/07 at 09:05:50:

We just tested this and it did process correctly (after I looked in "Other" transactions in GL-O)
1. We received the payment as a deposit by the customer "On Account".
2. We applied part of the deposit to the invoice.
2 We created a customer refund in AR-M for the over-payment amount and chose type "AP Voucher" instead of "Manual Check"
3. AR-M created an AP Voucher in AP to pay the Customer with. AP can now use usual method of picking voucher to pay, etc. The voucher shows in AP Aging.

Thanks for the reply. I noticed that you did not do the AR-B step because you already had a credit showing for your customer but what if the invoice was already completely paid. I tried to go through AR-M to create the refund & got a message "There are no open Credits or Deposits found for this customer" & then it dumps you out of that screen when click OK. So that's why I assume the AR-B step, create credit memo voucher is necessary. Is this a wrong assumption?

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LeAnn Cucchiara
Plastronic Enclosures, Inc.
www.pei2000.com
Evo-ERP Version 2008.1
IS Tech Update 12/21/08 Build 12/22/08
Evolved from DBA Classic 2004.1

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cathyh Active Member I used to be indecisive; now I'm not so sure...... Posts: 1210 Gender:	Re: CUSTOMER REFUND Reply #6 - 11/08/07 at 13:12:07 I see, you are not refunding an overpayment but part of the total paid invoice. In that case you would need to create a credit voucher and then use the refund program to create an AP voucher from that. In our case the customer had $$ not applied to an invoice that we needed to refund.
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LeAnn Cucchiara Member Posts: 92 Gender:	Re: CUSTOMER REFUND Reply #7 - 11/08/07 at 14:38:56 Thanks for the assistance - I will give this a try tomorrow.
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tardsat

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Re: CUSTOMER REFUND
Reply #8 - 07/06/12 at 08:43:48

We are having a problem with AR-M where, no matter what, we get "There are no open Credits or Deposits found for this customer". I have a situation similar to reply#4 above, partial payment applied to invoice, then overpayment to be refunded to the customer. I have the customer in both "Customer" and "Vendor" lists. When I click through AR-M I get the "no open" message. I can see the remaining deposit under AR-N, and it is no longer linked to an SO# (Since the one that it was linked to has been paid/appled).

This seems to be the case for several customers we have overdeposits from. Am I doing something wrong?

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« Last Edit: 07/06/12 at 11:08:43 by tardsat »

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