Applies to: RollMaster (RM) Core
Covers what to do when a credit memo is mistakenly created in Order Entry instead of funds being sent back to the original payment method. This explains how to create a transaction entry on your CPR and clear the customer's overage in their Accounts Receivable.
Does not cover: AP
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 credit memo is created and needs to be cleared from a customer's account so that a refund can be issues instead, these instructions will move the refund to the Customer Payment Register, so the customer is refunded in the original manner.
NOTE: If you are using an integrated payment processor to send funds back to the customer that will need to be done outside of the software in addition to the following steps.
These steps are written based on the Date Driven Functionality in RollMaster, meaning the Date entered informs the G/L Period. Documentation on Date Driven Functionality can be found here: Date Driven General Ledger – RollMaster
First, add an Invoice via the Customer Account Maintenance module using a Clearing G/L Account:
1. Navigate to Accounts Receivable ->Customer Account Maintenance; select Add and click Continue.
2. Select the Branch and Item Date. The Posting Period will be automatically selected based on the Date selection.
3. Input the Customer ID and for Item Type, select Invoice.
4. Enter an Item Number to use for the Invoice (this may include the original Job Number.)
5. At Beg. Balance, enter a positive amount - this will be the same amount as the Credit Memo; Curr. Balance will update to match the Beg. Balance.
6. Enter through the next fields to the G/L Acct and choose a Clearing G/L Account (a non-bank account). If Debits = Credits, you can click Save.
Then, go to Post Customer Payments and select the applicable Customer ID to populate the screen.
1. Highlight and Select the Credit Memo in the Prior Payments and Credits box that needs to be applied to the Invoice you created above.
2. In the Invoice box, a list of Open Invoices will appear. Select the Invoice by double-clicking to Select, or highlight and right-click to use the Apply Payment to Invoice box.
3. Click Accept to keep your changes.
To complete the process, and create a CPR entry, return to Post Customer Payments and follow these steps:
1. DO NOT select a Customer. Instead, click on the Functions menu at the top left and select Add Customer (None) Payment.
2. In the Enter Customer None Data box, in the Comment field, type the Customer ID for the refund.
3. Use the same G/L Account (Clearing Account) that was used for the Invoice in Customer Account Maintenance.
4. The Date should be the same date used as the Invoice in Customer Account Maintenance. The Period will automatically default.
5. The Amount should be a negative value of the original refund.
6. Select the Payment Type the refund should have been issued using.
7. Include the original Job Number in the Reference field.
8. Click Accept to finish the process.
NOTE: It's a good idea to add a note to the Customer Account and the job outlining what you did so if you need to reference in the future, you will have that information.
**If you still use the TEXT version of Post Customer Payments, the second set of steps will look like this instead:
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Go to Accounts Receivable -> Post Customer Payments. Select the Customer ID and press enter. You will be prompted to select a Posting Date, and the Posting Period will be automatically selected based on the Date selection. The Period field cannot be accessed.
2. Press Enter to continue. Answer N to " Receive New Payment?".
3 .Navigate to select the Credit Memo in the Select Item list and press the Enter key to select.
4. Enter through the Item Reference field and answer Y at the prompt "Customer Payment Exists. Modify Distribution?". By default, the list will sort by Invoice number.
5. Navigate to the Invoice you just created in Customer Account Maintenance to pay it with the Credit Memo. At "Apply Payment to Invoice?" prompt, type Y.6. Enter through the next two fields and type Y at the question "Apply Payment, Are you sure?". The Credit Memo will be applied to the Invoice , and you can escape out to the Accounts Receivable Menu screen.
In Accounts Receivable Post Customer Payments, enter a payment to customer NONE to complete the process:
1. For the Customer ID, use NONE and enter a Comment with the true Customer ID.
2. Use the same Clearing G/L Account used for the Invoice in Customer Account Maintenance.
3. The Payment Date should be the same date used as the Invoice in Customer Account Maintenance. The Posting Period will be automatically selected based on the user’s Date selection.
4. The Item Reference may include the original job number.
5. Select the Source Type that the refund should have been issued on.
6. Enter the Source Amount as a negative number.
This will create a credit on the Customer Payment Register. It's a good idea to add a note to the Customer Account and the job outlining what you did so if you need to reference in the future, you will have that information.