Applies to: RollMaster (RM) Core
Covers moving a refund that was sent back to the original payment method and Customer Payment Register to an Invoice in Accounts Payable instead, allowing you to refund the customer via company check.
These steps are written based on the newest Date Driven Functionality in RollMaster, meaning the Date entered informs the G/L Period.
When doing a Credit Memo on an order you have the option to send any funds back to an original method of payment, to Accounts Payable for a company check to be cut, or to create a credit memo to apply to future invoices. If a refund is documented as being sent back via the original payment method, but instead the customer needs a company check issued, these instructions will guide you.
First, you'll create an Invoice in Accounts Payable:
- Navigate to Accounts Payable A/P Open Item Maintenance.
- Type the Vendor ID for the Customer receiving the refund (if the Vendor ID does not exist, you can add it from this screen. It is recommended to add a * at the beginning of the Refund Vendor ID).
- Click the option to Manually Enter Invoice.
- Create an Invoice Number for the refund, input the date and use 99 as the P.O. Number.
- At Current Balance, type the amount that will be refunded to the Customer. This will match the amount you are moving from the Customer Payment Register.
- Tab through the remaining fields. When you land at G/L Account, you may select a Clearing Account, Suspense Account or Exchange Account (anything that is not a bank account).
- Tab to the option to Add and click to add the Invoice.
- At the bottom of the entry screen, you should have matching debits and credits with .00 in the field labeled To Balance. Click Accept.
Example Screen:
Next, you will add a positive entry to the Customer Payment Register using Customer ID "NONE":
- Navigate to Accounts Receivable Post Customer Payments.
- At the Customer ID field, type NONE and press Enter.
- In the Comment field, type the Customer ID for the refund, invoice # and any other info that will help you cross reference this entry at a later date.
- In the G/L Account field, type the same G/L# (Clearing Account, Suspense Account or Exchange Account ) you used when creating the credit on the Customer’s account.
- Accept the current period. Payment Date will auto-populate based on system Date Driven functionality. At Item Reference, you may input the Credit Memo # original Job #.
Tab to Source Type and press Enter to make a selection (this will be the same type as the refund source type).
Graphical version:
Text Version:
This will show the positive entry on your payment register to cancel out the refund: