Processing a Refund with a Refund Check

If an invoice is cancelled or written off with a credit created on a netFORUM account, you can create a refund using the Process Refunds batch process to clear that credit. The refund process can be run as either a manual process (one customer at a time) or as a batch process for multiple customers.

Note: When you refund a payment by check, the system debits the liability account of the credit charge code and credits the refund account.

To process a refund with a refund check, complete the following steps:

1. Expand the Module Menu and click the Accounting hyperlink to launch the Accounting module. (This action is also available in the CRM module.)
2. Expand the Financials Actions group item and select Process Refund. This opens the Process Refunds form, which displays a list of Customers waiting for a refund.



3. Expand the Update Default Batch drop-down menu if you would like to modify the default batch.
4. Enter a portion of the customer name in the Customer Name field and click the search icon to see the available refunds for that customer.
5. Click the check-boxes next to the Customers whose refunds you want to process.



Note: For a single refund, you can enter the customer's name (last name, first name) in the Customer Name field and then click the Search icon. You can also just enter part of the last name to populate the Customer Name field.

6. Click the Process Refund(s) button on the Process Refunds pop-up window.

Once the refund is processed, the refund amount is subtracted from Total Available Credits and added to the Total Refunds Amount. This change can be seen on the Transaction Summary.

For example: If a customer has Total Available Credits amounting to $2,974.84 and a refund for $100.00 is processed, the customer's transaction summary will reflect the change as displayed below. Note that the $100.00 has been subtracted from Total Available Credits and has been added to the Total Refunds Amount.

Entering the Refund Check Information

To enter the refund check information, complete the following steps:

1. Expand the Module Menu and click the Accounting hyperlink to launch the Accounting module. (This action is also available in the CRM module.)
2. Click the Financials group item to display the list of actions available.
3. Click the Process Refunds link.   This will display a list of refunds.

This will display a list of refunds.

4. Click the GoTo icon next to the refund you wish to record.

This will open the Refund Information page. This page displays information about the refund and provides the fields necessary to record the Check Number and Check Date for the refund check.

5. Enter the Check Number for the check being sent to the customer for the refund.
6. Enter the date the check was cut in the Check Date field.

7. Click the Save button.

Running the Check Requisition Report

Please view the Running a Check Requisition Report for Refunds  help topic for more information.