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Refunds

Refunds

 

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 the desired information for the refund. The greyed-out fields are not editable

    1. Enter the desired information into the purchase order

      1. Refund #: The Refund number can be entered, or if left blank, the number will default to the next refund number based on the Transaction Configuration.

      2. Date: The transaction date must be in an open period.

      3. Refunded To: Text field.

      4. Total: Automatically updated.

      5. Description: Text field for the Refund description.

      6. Voided: Automatically updated if voided.

      7. Created User: Automatically updated to the user that creates the refund.

      8. Created Date: Automatically updated to the current date.

      9. Create Check: If creating a refund check, select Create Check, which then opens the fields for the Check Date, Bank Account, and Vendor Number fields for data entry.  Other fields, like the check number, are updated automatically.

    2. Click on 

      to add line items to the Refund.

      image-20260310-130507.png

    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

          image-20260310-130605.png

  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 in 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. Use the grid to search for the desired transaction.

  2. Click on image-20260310-130753.png to edit the transaction.

    1. Make the desired changes as needed.

  3. Click on 

     to save desired changes, click on Cancel to return to the grid without posting the changes.

 

Print Refunds

Click on image-20260310-130917.png  to print the posted Refund in an XML or PDF format. When PDF is selected, the Refund Form defaults to the system form, but users may choose a custom form if one has been created.

image-20260310-131502.png
image-20260310-131205.png


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 populated on the refund.

Clone Refunds

The Clone function allows users to copy all information from an existing refund to create a new refund while making any necessary changes. Users may enter a new refund number manually or allow the system to automatically assign the next available refund number.

  1. Use the grid to search for the refund to clone.

  2. Click on Clone.

    1. The Refund # can be entered or auto-assigned by the settings in the System>Configuration> Transaction Configuration.

    2. Update any necessary changes for the new refund.  

  3. Click on Save to post the refund to the system, or click on Cancel to return to the grid without posting.

Delete Refunds

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

  1. Use the grid to search for the refund to be deleted.

  2. Click on the Delete icon 

    .

  3. Confirm the deletion by clicking the 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 below 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 the 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 that 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.