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Refund Selection

Use this form to process refunds in bulk by selecting unprocessed refunds that have been entered (but not yet processed) on the Refund Entry form.

Options Reference

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

Reference

Enter or select a unique reference for the refund selection, up to 15 characters.

Description

Enter a description for the refund selection, up to 30 characters.

Customer selection criteria

Bank

Select the bank of the refund selection.

Currency

Select the currency of the refund selection. The default value is the local currency of the company.

Maximum amount

Enter the maximum amount per refund. No maximum applies If you leave this field empty. You can enter a value to two decimal places.

Refund method

Select one or more refund methods to include in the process:

Cheque - This option is selected if the Accounts Receivable Module Control default refund method is Cheque.
Direct credit - The default value is true if the Accounts Receivable Module Control default refund method is Banked Deposit or Cash.
Credit card - The default value is true if the Accounts Receivable Module Control default refund method is Banked Credit Card or Non-Banked Credit Card.

Branch from/to

Enter the range of branches to include in the process.

Customer selection by

Select code or alpha based on how you search for customers to include in the process.

Customer from/to

Enter the range of customers to include in the process.

Clear selection

Click this button to clear the current customer selection criteria.

Note: It does not clear the table of deselected customers , which enables you to change the customer selection criteria and append to the deselected customers table.

Apply criteria

Click this button to search for customers in the Unselected customers table, and transfer them to the Selected customers table if they comply with the customer selection criteria.

Customer selections

Unselected customers

Enter a customer code/alpha (depending on selection preference) to auto-position to the customer in the deselected customers table.

Unselected customers table

This table displays all customers with an unprocessed refund that has not already been selected to include in an existing or the current refund process. If you click a customer in the table, the refunds table at the base of the form updates with details of the unprocessed refund for the selected customer.

Click the Select and Deselect buttons to move deselected customers into the Selected customers table on the right-side of the form. Customers transferred into the selected customers table is included in the process. The total value of unprocessed refunds for customers in the selected customers table displays in read-only format above the table.

Hide all

Click this button to hide the list of customers that are displayed in the Selected customers table. It does not clear the selections, but removes them from the display, enabling an easy check of further selections using different criteria.

Show all

Click this button to undo a Hide all and display all selected customers in the table.

Refunds table

This table displays details of the unprocessed refund for the customer you are positioned to within either the deselected or selected customers table.

Process refund

Click this button to run the process and generate the refund transactions. Customer balance and period summaries update.

Note: The button is active if the refund selection contains one or more unprocessed refunds. Once processed, the refund updates from being an Unprocessed Refund to an AR Refund, and the status of the refund updates to Processed. Before processing refunds, you can print a Refund Selection report to check details before creating payments.

An error occurs if the Cash Management Analysis code is not set up on the Credit tab on the AR Customer Maintenance form.

Create direct credit

Click this button to open the AR Create Direct Credit File form, preloaded with relevant detail. This button is only active if the user has access to the process and a batch is selected for which there are Processed refunds with a refund method of direct credit.

Print cheque

Click this button to open the Print Refund Cheque process, preloaded with relevant detail. This button is only active if the user has access to the process using User Preferences, and a batch is selected for which there are Processed refunds with a refund method of cheque.

Commit refund

This button is enabled for credit card refunds when:

The option to use a credit card gateway is selected on the Credit Card Control form.
The refund is processed.

Click the button to submit the refund to the gateway. The transaction type submitted to the gateway is a Refund transaction as defined by each gateway.

Detail

This section of the form is used to view the status of a batch that is created in the selected reference (there may be multiple batch numbers of the reference).

Batch

Select the batch number to view detail for. You will able to select from a list of batches created in the current reference.

Status

The status of the selected batch displays in read only format:

Selection - This is the status assigned to a refund selection when it is saved.
Processed - This is the status assigned to a refund selection that has been processed.
Completed - This is the status assigned to a refund selection for which the create direct credit and/or print cheque processes have been completed.

Total

This field displays the total of refund selections for the selected batch.

Hotprint

If you have access to the Print Refund Selections tab on the User Preferences form, you can hotprint a saved AR refund selection by clicking the Printer icon on the toolbar.