Mass Credit Bal Refunds

The Mass Cancelled Customer Credit Balance Refund Checks Processing feature is an automated process that will adjust a customers account and update a file for an accounts payable system to generate refunds.  

The process will:

• Create a debit Sales & Adjustment on the accounts in order to zero out the credit balance due.
• Create/Update a refund batch file that can be sent to an accounts payment system so refund checks can be generated.
• Add a note to the customer's note pad to indicate a refund check was created.

Setup

1. In the i-Pak user security file, set up the appropriate security for all users that will be utilizing this feature.

2. Create a size/charge code for the refund check debit adjustment - this will be entered in the company master

3. Create a note code that will be used for notes created on the customers’ accounts (this is optional). The note code will be entered in the company master.

4. Update the Company Master

• Click yes for Allow Refund Check Processing on any company that will use this feature.
• Update the Refund Check Note Codes with the note pad code created in step 3 above.
• Update the S&A Sz/Cg Code with the Size/Chg code created in step 2 above.  This will be used when generating the debit Sales & Adjustment on the customers account.

5. Update the System Master record - set the default minimum credit due for the customers to be included in the refund check batch (this can be modified during the process for a particular batch).  

How it works :

From the Accounting menu, select the option for Mass Credit Bal Refunds and the i-Pak Credit Bal Refund Checks Menu will be displayed.

1.  Credit Balance Refund Checks Edit

This option will generate an edit listing to validate the customers that will be issued a refund check.  

Select the option #1 for Credit Balance Refund Checks Edit and the Refunds Checks Processing screen will be displayed.

The Refund if Balance Due is LESS THAN or EQUAL TO field will automatically be populated with the amount you entered in the System Master in step 5 above.  This amount can be overridden to whatever amount you want to submit refunds for.

Enter a date into the And if Stop Date is EQUAL To or PRIOR To field.

Any CANCELLED customer that has a balance due equal to or less than the Refund amount and a Stop Date that is Equal to or Prior to the date entered, will print on the edit list for review.

Press to confirm and continue to the company selection screen.

Click on Yes to put a in the circle to include the company, or No to not include the company.  You can click on to put a in the Yes column for all companies or to put a in the No column for all companies.

Click   to confirm and continue. The Cycle Selection screen will be displayed.

The CO (company), Cy (cycle) and Name (Cycle Description) will automatically be filled in. Select the cycles you want included in this run by clicking on the Yes option in the Include column, this will put a in the circle. If a cycle should NOT be included, you must select No - leaving this column blank is not an option.  You can click on to put a in the Yes column for all cycles or to put a in the No column for all cycles.

Only CANCELLED cycles will be displayed.

When you are finished selecting the cycles, click to continue.

A message saying your batch has been submitted will be displayed.

Press to continue.

REPORTS

Submitting the Edit Listing will generate 2 reports.

AC0724P1 - Refund Checks Exception Report

AC0724P2 - Refund Checks to be Processed Edit Listing

2.  Credit Balance Refund Checks Post

This option will:

• Creates an Outsource file for your accounts payable department in your IWSB4xx library(where xx is your data set) called Refund Check File.   

• POST sales/adjustments to the customer’s accounts.  

• Add a note to the customers accounts if a note code is specified in the company master.

Select the option #2 for Credit Balance Refund Checks Post and the Refunds Checks Posting screen will be displayed.

Click Yes and to Continue to the Refund Checks Processing screen.

The Refund if Balance Due is LESS THAN or EQUAL TO field will automatically be populated with the amount you entered in the System Master in step 5 above.  This amount can be overridden to whatever amount you want to submit refunds for.

Enter a date into the And if Stop Date is EQUAL To or PRIOR To field.

Any CANCELLED customer that has a balance due equal to or less than the Refund amount and a Stop Date that is Equal to or Prior to the date entered, will receive a refund.

Press to confirm and continue to the company selection screen.

Click on Yes to put a in the circle to include the company, or No to not include the company.  You can click on to put a in the Yes column for all companies or to put a in the No column for all companies.

Click   to confirm and continue. The Cycle Selection screen will be displayed.

The CO (company), Cy (cycle) and Name (Cycle Description) will automatically be filled in. Select the cycles you want included in this run by clicking on the Yes option in the Include column, this will put a in the circle. If a cycle should NOT be included, you must select No - leaving this column blank is not an option.  You can click on to put a in the Yes column for all cycles or to put a in the No column for all cycles.

Only CANCELLED cycles will be displayed.

When you are finished selecting the cycles, click to continue and you will receive the following message requesting you verify your reports before choosing to continue.

Click Yes and to Continue.  

A message saying your batch has been submitted will be displayed.

Press to continue.

REPORTS

AC0724P1 - Refund Checks Exception Report (same as above, but says **Post Run**)

AC0724P2 - Refund Checks to be Processed Post Listing (same as above, but says **Post Run**)

AC0726P1 - Refund Checks Sales & Adjustment Post

Customer Account shows Refund Check in A/R history