As you conduct business, you might find it necessary to provide customers refunds for products or services or to create a one-time payment to a third party. Create refunds and one time payments as payables in the system using A/P entry as you would for other payables to vendors and other parties with which you regularly do business.
Prior to printing a refund check for a customer or a one-time payment, ensure that you have a vendor used for such payments, or a generic refund vendor, set up in Vendor Maintenance and that you are assigned the AP.GEN.VDR.INFO.EDIT authorization key. Using a generic vendor for these types of payables allows you to have one vendor record set up for which you can override the remit-to name and address each time you use it.
When you print checks or run reports that display the vendor name for a payable, the system displays the vendor's name with OVERRIDE to indicate that the payable was created with an overridden name and address.
To print a refund check for a customer or to make a one-time payment:
From the A/P menu, select A/P Entry to display the A/P Entry window.
In the Post Date field, the system populates this field with the current date on which to post the payable to the general ledger. You can change this date by entering any date within the open payables period.
Note: If you want your aging reports to show true aging from the vendor's invoice date, enter that date in this field.
In the A/P Branch field, enter the branch paying the refund or the payment. This branch does not have to correspond to the branch that received the goods.
In the Batch ID field, enter the batch ID number to which this payable belongs if your company enters payables in batches and you want to run reports by batch. The batch ID is available as a selector on a variety of payables reports. This is an optional field.
In the Vendor field, enter the vendor used for customer refunds and one-time payments, or the generic vendor, and select New.
In the Remit-To field, click Edit and enter the customer or vendor name and address to which you are sending the refund or one-time payment
An asterisk next to the rebate vendor indicates that the name and address for the payable is an override for a generic vendor. If you do not change the name and address in the Remit To field, the system prompts you when you save the payable.
Complete the payable information, as needed.
Do one of the following to print the refund check:
See Also:
Creating Vendors to Use for Customer Refunds and One-Time Payments