Header Detail

This form is enabled if the user has access to the AR Refund Entry form on the User Preferences form. You can access it from the Data Entry > Accounts Receivable menu, or from the AR Customer Maintenance, AR Invoice Entry, AR Credit Note Entry, and AR Receipt Entry forms.

If the AR Module Control option Unapplied refunds allowed is selected, one unapplied refund is allowed per customer. Otherwise, refund transactions must be applied to either a credit note or a receipt.

Each customer can have one unprocessed refund. This does not create transactions or update customer balances. When a customer is selected in the Refund Entry form, any active unprocessed refund opens for the customer, at which time it can be edited, processed or deleted.

If the option to Use batches is selected on the Module Control form, enter batch header details before accessing this form.

If you are not using batches, you will access the AR Refund Entry form directly, and enter refund header details.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Batch

This is the number that identifies all transactions in the batch. If you are entering batches, it displays the number you entered into the batch header. Otherwise, Greentree Desktop generates a batch number when the refund is saved. System-generated batches display with an S prefixed to the batch number.

Branch

The default value is the branch specified on the Accounts Receivable Module Control form. You can change it if the batch is related to a different branch.

Last refund no

This is the last refund number entered for the current batch.

Bank

Select the bank that are credited with the value of the refund. This is taken from the Cash Management Module Control form.

Currency/Rate

These fields default in read-only format to the currency associated with the bank, and the bank to transaction (based on customer) exchange rate.

Number

Enter or select a unique reference number to identify the refund, up to 20 characters.

Date

This is the transaction document date. It defaults to today's date but you can change it.

Discount allowed

This field is not applicable.

Refunded

This field displays the total value of the refund in read-only format.

Posting date

The default value is the refund date, but you can change it. It is the date that determines which period the transaction falls into for reporting purposes.

Period end

This defaults the period end date of the period in which the posting date falls.

Customer Detail

Enter or select the customer you are creating the refund for. You can search for the customer using the Code, Alpha, or Name fields. The Currency and Rate of the customer defaults in read-only format (if applicable).

Contact/Phone

These fields updates with the contact and phone number for the selected customer.

Refund method

Select the refund method of the transaction: cash, cheque, banked credit card, non-banked credit card, and banked deposit. This is taken from AR Customer Maintenance, but you can change it.

Additional details must be entered depending on the refund method selected. If the refund method is a banked or non-banked credit card, a section displays below the refund method if enter details as needed.

Credit card details defaults to this section using the selected refund method, and the credit cards set up for the selected customer on the Customer Credit Card Maintenance form that are authorised and not expired.

If a primary card is nominated for the customer, this defaults in the first instance. If no primary card is nominated for the customer, the first card meeting the criteria defaults. If no cards have been set up for the customer, these details defaults blank.

If the refund has already been successfully submitted to the credit card gateway, these details display as read-only.

Ad hoc card

Select this option if you intend to enter the credit card details for a card that is not set up for them in Greentree Desktop. If the Ad hoc card encryption option is selected on the Credit Card Control form, details displays encrypted using the encryption standard on the Customer Credit Card Maintenance form for the customer.

If you don't select this option, there are not any encryption of the details displayed on the form. Any default details will clear from the form when this option is selected, and the Authorised details button are not available.

Note: Cards set up in Greentree Desktop that are not entered ad-hoc always display as encrypted.

Process refund

Click this button to process the refund.

An unprocessed refund must be selected before this button is enabled. When the process runs, the AR Refund transaction is created (updating the debtors control and bank accounts), the customer's balances (and period summary) are updated, and the unprocessed refund for the customer is cleared:

Unprocessed refunds can be processed in bulk using the Refund Selection form. This is an alternative to processing them individually here.
If the refund method is Banked Credit Card or Non-Banked Credit Card, the button is enabled if the user has access to the Refund Selection processing form.
If the refund method is Cheque, the button is enabled if the user has access to the Print Refund Cheque processing form.
If the refund method is Banked Deposit or Cash, the button is enabled if the user has access to the Create Direct Credit File processing form.
If the AR Module Control option Refunds only allowed for credit balance is selected, you can only process the refund if the customer has a credit balance.
Once a refund is processed, it becomes read-only.
An error occurs if the Cash Management Analysis code is not set up on the Credit tab of the AR Customer Maintenance form

If hotprinting is in use, you can print an AR Refund report from this form by clicking the Printer icon. If no printer is defined there, the AR Refund report parameter form opens before running the report.