Refunds

A refund is the process of returning money previously receipted into the system.  The refund module has the option of creating a refund check to a specified vendor. 

Individual user refund processing is controlled by a variety of variables, such as User account where the Account Filter and Role are defined for each user, Rules, etc.

Refund Check

If the refund requires a check to be created you will check the 'create check' box.  When checked, it will activate the check fields. After the vendor number is entered it will automatically populate the 'Refunded To' field with the name of the vendor.  The Bank Account field will automatically populate the default bank account that will be associated with the disbursement. Either a physical check or electronic payment will be posted to the system depending on the default payment type of the vendor. You cannot assign a check number in Refund.  After the refund is posted, the refund check information will be available in Disbursements.  You can use the 'Generate Print File' option to assign a check number and generate a print file.  

Create Refunds

1. From the Transaction menu, select "Refunds".
2. Click on 
   
3. Enter in desired information from the refund.
1. If creating a refund check, select Create Check' which then opens the Check Date, Bank Account, and Vendor Number fields for data entry. 
2. click on  to add line items.
   
   
   
3. To enter an account code:
   
   
   1. Use the drop down to select an account
   2. Begin typing the account code to narrow down the selections 
      1. Note: When typing the account code it is necessary to include the hyphens 
   3. Use the  icon to open a pop up window for the account search
      1. The account search option includes the FYTD Received and FYTD Percent Received amounts
         
4. Click on Save to post the refund to the system.  Click on Cancel to cancel out of the transaction without posting.  

Search/View Refunds

Refund Grid allows the user to search for refunds that have been posted on the system.  Click on to view a particular refund.

Edit Refunds

Existing refunds from an open posting period may be modified.  Only fields that are allowed to be edited will be displayed.

1. Search desired transaction  on grid
2. Click on to edit the transaction
   
   1. Make desired changes
3. Click on  to save desired changes, click on Cancel to not post the changes and return to the grid.

Print Refunds

Click on  to generate a copy of a posted Refund in a XML or PDF format.  Users have the ability to print a single Refund or select several refunds at one time to print in a batch. 

To print a refund check, please refer to the Disbursements chapter, 'Generate a Print File' section, to assign a check number and print the check.  Once a refund check has been printed and assigned a check number in the Disbursements grid, the check number will be included on the printed refund as shown above.

Clone Refunds

The clone function may be used to copy all of the information from an existing refund into a new one while allowing changes to be made. A new refund number can be entered or allowed to be auto assigned to a new refund number.

1. View the desired refund to clone.
2. Click on Clone
   
   1. Refund # can be entered or auto assigned.
   2. Update any necessary changes for the new refund.  
3. Click on Save to post the refund to the system, click on Cancel to not post the refund.

Delete Refunds

The delete function may be used to delete any refund that does not have a check processed or check marked to Create Check.

1. Search for desired refund to be deleted.
2. Click on the Delete icon 
3. Confirm you want to delete Yes or No

Import Refunds

The Import Refunds option may be used to import Refunds from a spreadsheet (CSV format).  Please refer to the Refund Import Criteria for details on the CSV file format.  A template spreadsheet is also provided below.  Any rules pertaining to Refunds will also be applied when importing Refunds.  

1. From the Transaction menu select "Refunds."
2. Click on to import from Refund grid.
3. Click on "Choose File," browse for the file (.CSV) and click "Open" or select the file by double-clicking on the file name.
4. The selected filename will be visible to verify the system is ready to Load the proper file.
5. Click on "Load" to process the chosen file and post the transactions.
6. A message box will appear showing the number of Records Loaded and the Number of Errors. 
7. An output file named “USASLOADERR.CSV” will be created containing the number of records loaded or records with errors. 
   1. If there are records that did not load, the file will contain only those records that did not load successfully and will provide error messages explaining why. 
   2. If there are no errors, the file will say "No errors. Records loaded: #" where # is the number of records successfully loaded.
8. If an error occurs, open the output CSV file to read the error, make the necessary corrections, and re-import the corrected file.

Refund Import Criteria

Please use the template spreadsheet containing the fields in the proper format (listed in the table below).  If you are not using the template spreadsheet and instead using a spreadsheet of your own, the field names on the spreadsheet must exactly match the Field names listed below.  The field names are not case sensitive, but must be entered exactly.    Please note, the fields specified below as "Required field" are the only fields that must appear in the spreadsheet.  All other fields are optional.

More Information

Individual user refund processing is controlled by a variety of variables, such as User account where the Account Filter and Role are defined for each user, Rules, etc.

By default, the vendor and account code must be active.  This behavior may be customized if desired, see rules org.ssdt_ohio.usas.model.refund.RefundVendorActive and org.ssdt_ohio.usas.model.refund.RefundAccountRules.

If the refund requires a check to be created, you would checkmark the 'Create Check'.  When selected, it will open up the check fields.  After the vendor number is entered, it will automatically populate the 'Refunded To' field with the name of the vendor.  Once the Refund is processed, a check number can be assigned in the Disbursements grid. Either a physical check or electronic payment will be created in the system depending on the default payment type of the vendor. If the disbursement for the refund is voided, the 'Voided' checkbox on the Refund transaction will be checked.

To reverse a refund that also created a check, go to the disbursement grid to select the check to Void.  This will reverse the Refund, mark the Refund void, and reverse the transaction on the revenue account history.   To reverse a refund that did not create a check, you can delete the refund from the Refund grid using the delete icon.  The deletion of a refund with no check will not show on transaction reports.