Issuing refund checks to customers

Situations arise where you might have to issue a refund check to a customer. This process progresses through several windows and multiple steps.

1. Enter a credit for the refund amount.

   Note: If you have issued credit for the refund amount, skip this step.

   1. Open 3-2 Receivable Invoices/Credits.

   2. In the Invoice# box, type an invoice number.

   3. In the Description box, type a description.

   4. In the Job box, enter the job number.

   5. In the Invoice Date box, type the transaction date.

   6. Type a Due Date and Disc Date.

   7. From the Status list, select 1-Open.

   8. From the Type list, select 1-Contract.

   9. In the grid:

      1. Either press [Enter] to accept the default description, or type a description of the transaction in the Description column.

      2. In the Quantity column, type the quantity as a negative number.

      3. In the Price column, type the price as a positive number.

      4. In the Account column, enter the ledger account that the refund should offset. This can be the account used in the original receivable invoice or another account (for example, an income account).

   10. Click File > Save.

   11. If you entered an expense account (for example, a Materials account) in the grid, enter the job costs associated with the refund in the Job Cost Distribution window that appears, and then click File > Save.
2. Create the refund .

   1. Open 3-3-1 Cash Receipts.

   2. In the Account box, enter the account from which you are paying the refund.

   3. If you want to print a refund check, type 0000 in the Deposit# box.

      If you have already printed the check, type the check number.

   4. In the Date box, type the transaction date.

   5. In the Description box, type a description for the refund.

   6. Enter the client number in the Client box or the job number in the Job box, and then click [Display Invoices].

   7. In the grid:

      1. Use the Invoice# column to identify the row for the credit invoice.

      2. In the Paid column for that row, enter the amount of the refund as a negative amount.

   8. Click File > Save.

   9. At the message warning you about a negative payment, click [Yes] to continue.

   10. Open 1-3 Journal Transactions.
   11. Use the data control to select the cash refund.
   12. In the Payee, Address, City, State, and Zip boxes, type the payee information.
   13. Click File > Save.

   Note: If you have already printed the check, you have finished the refund process at this point. If you still need to print the refund check, print it using the instructions in the next step.

3. Print the check and apply the credit you created in step 2.

   1. Open 1-1 Checks/Bank Charges.

   2. Click File > Print.

   3. In the Account box, enter the checking account number.

   4. Click File > Print.

   5. Type the Starting Check Number and Check Date, and then click [Print Checks].

   6. Click [OK] at the message, "Reminder: number check(s) will be printed."

   7. Verify that the checks printed correctly.

   8. Select Assign check numbers for all checks.

   9. Click [Continue].