Refund by Company Check 

There are three ways to issue a check refund back to your customer: through a Contract, Accounts Receivable, or Customer Dashboard. All of these options will require a disbursement to be created.

Topics Included in the Article

• Before You Begin: Create the Disbursement Item

• Applying the Refund

  • Account Payments

  • Customer Dashboard

  • Contract Payment Screen

Before You Begin: Create the Disbursement Item

1. Follow the path below for your product.

   • Expert: Program Menu>Configurations>Accounting Configurations>Disbursements.

   • Elite: Configuration Gear>App Configurations> Accounting Configurations>Disbursements. 
      

2. Add a disbursement item and name it "CHECK REFUNDS".
    

3. Add the maximum amount as a negative number for each password level (example -2000.00). 
    

4. Add the appropriate GL Account number for your Company Check Refunds. 
    

5. Check the boxes for “Use as Account Payment Method” for Account Payments and Customer Dashboard access (it will show as a payment method option in the dropdown of the payment screen).
    

6. Check the box for Use as Counter Payment Method” for the Contract payment screen access (it will show as a payment method option in the dropdown of the payment screen)
    

7. Click “Ok” to save.

Applying the Refund

You can apply for a refund from the following three areas:
 

1. Account Payments

2. Customer Dashboard

3. Contract Payment screen

Apply the refund from Account Payments

1. Follow the path to Account Payments:

   1. Expert: Program Menu > Accounts Receivable> Account Payments

   2. Elite: Accounting (Left Menu) > Account Payments

       

2. Select the Customer record

   
    

3. Click on Make Payment

   
    

4. For the payment amount, enter a negative (-) amount of the refund. 

   
    

5. Choose the payment method of CHECK REFUNDS in the drop-down.

   
    

6. Click OK. When prompted to confirm the amount, press Yes, if correct. 

   
    

7. Enter the company check number in the reference number field. Press OK.

   
    

8. You'll be prompted to add a payment description. You can also add information such as the reason for the refund or the originating invoice/contract.

   
    

9. The money will appear as a negative amount in the funds remaining section at the bottom right corner of your screen. 

   
    

10. Double-click the paid column for the appropriate contract to unpay it. Once applied, you'll notice the Paying column will have a negative amount, and the Fund Remaining will show 0.00. 

11. Press OK to save.

Apply the refund from the Customer Dashboard 

1. Follow the path to the Customer Dashboard.

   1. Expert: Program Menu > Counter System > Customer Dashboard

   2. Elite: Tools (left menu) > Customer Dashboard

       

2. Select the customer record

   
    

3. Go to Tools (top left)
   
    

4. Click on Make Payment

   
   
   

5. For payment amount, enter negative (-) amount of the refund.
   
   
   

6. Choose the payment method of CHECK REFUNDS in the drop-down.

   

7. Click OK. When prompted to confirm the amount, press Yes, if correct.
   
   
   

8. Enter the company check number in the reference number field. Press OK.
   
   
   

9. You'll be prompted to add a payment description. You can also add information such as the reason for the refund or the originating invoice/contract.
   
   
   

10. The money will show as a negative amount in the funds remaining in the bottom right corner of your screen.
    
    
    

11. Double-click the paid column for the appropriate contract to unpay it. Once applied, you'll notice the Paying column will have a negative amount, and the Fund Remaining will show 0.00. 

12. Press OK to save. 

     

     

Apply the refund from the Contract payment screen

1. Open the contract payment screen (from modifying the contract or through the right-click option "Pay Contract"
   
   
   
2. For payment amount, enter a negative (-) amount of the refund in the rental/sale box.
   
   
   
3. Choose payment method of CHECK REFUNDS in the drop down.
   
   
   
4. Press OK. You'll be asked if you're finished. Press Yes. 
   
   
5. Print or email, if needed.