Refund to Client

A/P Refund to Client

Overview

The Refund to Client option functions just like the Quick Check program, with the exception that the Bill To Party replaces the Remit To Party, and the payment amount may not exceed the Bill To’s current credit. It is used to refund cash to a Bill-to party who has an outstanding credit open on his account.

Note: In order to use the Refund to Client option, the Service Code Table MUST include the Sevice Code “REFND”.

Screen

The Refund to Client screen is selected from the Accounts Payable drop-down menu of the Accounting Manager window.

Procedure

The following table describes the fields on the screen and their data entry requirements.

Field Name	Data Entry	Description
Auto Button	Select the Auto button to have the system automatically assign the next available control number, according to the settings in the Accounting Center Properties.	If you have set up the system to automatically generate next available numbers for the Control Number, you can click on the Auto button to have the number assigned according to the settings in the Accounting Center Properties. If nothing has been set up in the Accounting Center Properties, you will have to enter a control number.
Control No.	Enter the control number or click on the Auto button to accept the default next available control number.	This is a mandatory, unique number used by the system to track each invoice. You may manually enter the control number or it can be generated automatically by the system if you have set up a next available number in the Accounting Center Properties.
Bank G/L	Accept the default bank account from which the payment will be drawn or select a bank G/L number from the drop-down list.	This is the bank account from which the payment will be drawn. This G/L number may be changed to any bank account G/L number displayed on the drop-down list. The bank G/L account number will default from the bank account on tab 4 of the Accounting Center Properties. Note: In order for a G/L account number to be valid to display on the drop-down list, the word “bank” must be in the account’s What field in the G/L section of the Accounting Center Properties.
Check No.	Enter the check number on which this payment will be made or click on the arrow to insert the number in the Next field.	This is the check number. The check number must be a unique number. You may manually enter the check number, but if it is not a unique check number a warning message will display. If the Bank G/L Account has a next check number in its properties on Tab 5 of the Accounting Center Properties, then the next number available will display automatically in the Next field. Click the arrow box to insert the Next number into the Check No field. Vouchers vs. Checks: If the Check No field is left blank, the system will create a Voucher instead of a check. A voucher is, in all ways, identical to a check, except that it does not have a Check Number. When the voucher is printed, you will be prompted to identify a Check number to apply it to.
Next	Click on the arrow beside the Next field to insert the number into the Check No field above.	The Next field defaults the next available check number (from the Accounting Center Properties). To use this number, click on the arrow box to the right.
Check Date	Enter TD for today’s date or enter the check date.	This is the date the check is being printed. The check may not be dated in a “closed” month (as determined by the Accounting Center Periods).
Manual Check	Check the Manual Check box if the check is not to be printed from the Accounting Manager Module.	This field indicates that a manual check was written and the check will not be printed by the system.
Total Check. $	Enter the total check amount or leave the field blank.	This field is optional. However, if an amount is placed in the field, the system will monitor the amounts applied to each invoice and will notify you of any discrepancy.
Accumulated.	No data entry allowed.	The system will automatically calculate this amount and display it. This is the total amount currently applied to the check.
Left. $	No data entry allowed.	The system will automatically calculate this amount and display it. This is the total amount left to be applied to this check.
Printed	No data entry allowed.	The system will check this box when the check has been printed.
G/L	No data entry allowed.	The system will check this box when the check amount has been posted to the General Ledger.
1. Remittance 2. Amounts 3. Stub	By clicking on one of these three tabs, you can enter the check data pertaining to the following three areas: 1. Remittance 2. Amounts 3. Stub	There are three sub-screens of check information: 1. Remittance – Remit to party information. 2. Amounts – contains the payble amounts. 3. Stub – contains text to be added to the check stub. For details about these windows, please refer to the individual sections.
OK	Select the OK button to save the data.	If you have not completed the entry of required data, the system will display a message prompting you for missing mandatory data before it will allow you to save the Refund check.
Cancel	Select the Cancel button if you would like to cancel and close the Refund to Client window.	The window will close.

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