ISSUING A REFUND TO A CUSTOMER

IN COUGAR MOUNTAIN

1.    IF THE REFUND IS BECAUSE OF AN OVERPAYMENT BY THE CUSTOMER, SKIP TO STEP 3.

2.    IF THE REFUND IS DUE TO RETURNED PRODUCT OR A BILLING ERROR, ISSUE A CREDIT MEMO THROUGH ORDER ENTRY.  THE DATE OF THE CREDIT MEMO SHOULD BE THE DATE THAT THE MERCHANDISE WAS RETURNED UNLESS THAT WOULD MESS UP A PREVIOUSLY ISSUED REPORTS OR THINGS LIKE A SALES TAX RETURN.

3.    GO TO A/P INVOICE MAINTENANCE, TRANSACTION PROCESSING, ADD A TRANSACTION.  SETUP THE CUSTOMER AS A "TEMPORARY" VENDOR AND ADD AN TRANSACTION FOR THE AMOUNT OF THE REFUND AND CHARGE G/L ACCOUNT 4010.  CAUTION SHOULD BE MADE TO HAVE THE INVOICE/GENERAL LEDGER DATE, THE SAME DATE AS IN STEP 3.  ISSUE THE CHECK AS AN IMMEDIATE CHECK OR WITH YOUR WEEKLY CHECK RUN.

4.    USING THE DATE WHEN USED IN STEP 3,  GO TO A/R, TRANSACTION ENTRY, ADD A TRANSACTION  AND PUT THROUGH A CHARGE CODE FOR EACH INVOICE WITH A CREDIT BALANCE BUT NOT EXCEEDING THE TOTAL AMOUNT OF CREDIT SHOWING IN THE TOTAL DUE AND THEN PRINT AN EDIT REPORT AND POST.  VERIFY THAT THE ENTRIES WENT ONLY TO A/R 1200 AND SALES ACCOUNT  4010:

2RFD         =                 REFUND CLEARING

5.    LOOK AT THE CUSTOMER MASTERFILE AND VERIFY THAT THE TOTAL DUE IS ZERO.

6.    LOOK UP THE CUSTOMER DETAIL, AND MAKE SURE THAT THE AMOUNT REMAINING IS ZERO ON EACH LINE ITEM.  IF IT'S NOT, USE A/R TRANSACTION TYPE 5 OR 6 TO CLEAN UP THE UNAPPLIED CREDITS/DEBITS.  (SEE HELP SCREEN ON TRANSACTION CODES IN TRANSACTION MAINTENANCE).