The
information in the section is very general. For more information, please
see the subsystem section specific to the order in which you want to refund.
The
information in the section is very general. For more information, please
see the subsystem section specific to the order in which you want to refund.
The Cancellation and Refund Control screen allows you to accept or override the cancellation fee, view the transactions involved in the cancellation process, and optionally allows the user to generate a refund directly from the screen rather than having to go through the formal refund processing application.
Cancellation fees are defined at the product level and can be defined differently for different rate structures. The actual cancellation amount is straightforward to calculate and display. You can select one or more of the items to request a refund.
Since
Personify is a receivables system, it does not issue refund checks. Instead,
it creates vouchers, which are requests for checks from an external payables
system.
To refund an order:
1. On
the Order Entry screen, select the Tasks tab.
The task bar displays.
2. Click
Request a Refund from the Work with Orders task category.
The Cancellation and Refund Control screen displays.
This
option is not available until you save the order.
3. On the Item to Cancel or Refund tab, select the appropriate item to be refunded.
4. On the Refund Only tab, enter the Refund Amount. This amount defaults based on the product setup cancellation fees and the amount paid. You can override the amount, but you cannot exceed what the customer paid.
5. Enter Notes on Advices, which are notes related to the refund that can be printed on the refund check. You can also enter notes related to why the refund was generated, such as duplicate payment or overpayment.
6. If necessary, select the Multiple Receipts Involved checkbox if multiple receipts exist that are invoiced.
7. On the Receipts Referenced tab, review the receipts. Click the + next to the item to view the referenced receipts.
8. On the Refund to Specific Credit Card Receipt tab (shown below), perform the following:
a. Select the line items to be refunded.
b. Edit the credit card information, if necessary. This is the credit card that will be refunded.
Credit
card refunds use the credit card’s account if the credit card is refunded.
If the credit card is expired, the refund is a simple payable.
c. Select the appropriate checkboxes:
· Pre-Settled – When checked, indicates the credit card is pre-settled so you do not need to send the transaction to the credit card company because it has already been processed.
· Manual Authorization – When checked, indicates the credit card must be authorized manually.
· Return by Check – When checked, indicates the refund will be provided by check.
If
the credit card refund date is the same day as the credit card receipt,
then process this as a credit card void or cancellation rather than a
refund.
9. On the Refund to Specific Check Receipt tab, perform the following:
a. Select the line items to be refunded.
b. If necessary, select the Check Pre-Cut checkbox. When checked, indicates the check was generated and sent to the payor prior to creating the refund voucher. The voucher status is posted and the refund is not passed to the AP system.
c. If necessary, select the Refund by Check checkbox. When checked, indicates the refund will be provided by check.
d. Enter the Check Number. This can be entered when the check is pre-cut. After the check is cut in the AP system, it can be entered or automatically updated via the process.
e. Enter the Amount.
f. Enter Notes on Advices, which are notes related to the refund that can be printed on the refund check.
10. Click Process.