Applies to: RollMaster (RM) Core, Broadlume Payments, Charge it Pro, Gravity
Covers how to handle credit card or ACH chargebacks, disputes, and Not Sufficient Funds (NSF) in RollMaster software to keep accounting correct both with and without an integrated payment processor.
Does not cover: Cyncly Payments, Cyncly Pay, or Payments Flex
Usually, NSF checks, stop payment checks, and credit card chargebacks or disputes are first found when reconciling your bank account. However, if a Job they were deposited on is still open, the steps will be different. Therefore, steps for both scenarios are included below.
NOTE: If you are using an integrated payment processor do not send any funds back to the card/ account on file. Since the processing bank has either been unable to provide you the funds from the customer or has taken them back already, doing so will create a double refund. These steps should be used to document the funds that you don't have and no actual transactions should be processed at this time.
IF JOB IS STILL OPEN:
1. Enter into the Job
2. Click on the Deposit Tab
3. Select the Deposit that was removed from the bank account
4. Highlight and Delete Deposit
**NOTE- when using an integrated payment processor please be sure you have selected the SKIP function so that the deposit is documented as being deleted without a real refund being processed.
5. Answer "NO" to "Return By Company Check"
6. Clear the negative payment from the Customer Payment Register
7. You will then see the negative Deposit in the Bank Rec program for clearing
IF JOB IS CLOSED:
1. Go to Customer Account Maintenance (in Accounts Receivable)
2. Select "Add" and Continue
3. Select the Customer and then choose "Invoice" for Item Type (to increase the customer's A/R because they now owe you money)
4. Enter the original Job # as the Open Item Number
5. Enter the Amount of the NSF/Stop Payment/CC Chargeback in the Beginning Balance field
6. Click on the first G/L Account button and select your Bank Account--it should be a Credit entry matching the Beginning Balance
7. Click Save--this process increases the Customer's A/R and adds a negative entry to the Bank G/L and Bank Rec
Below is image of Customer Account Maintenance screen:
AR Payments:
Payments entered in Post Customer Payments can be unapplied from any invoices they are applied to and deleted with either the same date they were entered, or the date they were clawed back depending on whether they were ever received.
NOTE: If you wish to add an NSF fee, you will use the Customer Account Maintenance screen above to add an amount to the Customer's account and take to your G/L Account for Fees/Charges.