Create a Customer Refund

The following scenario illustrates creating a refund to a customer. To make a refund to a customer manually, you need a General Accounting Expenditure (GAX) transaction referencing a Cash Receipt (CR) transaction that recorded the original receipt of payment. Additionally, the customer will have to have a payment address defined to make the refund. Otherwise, a receivable credit on a Receivable (RE) transaction is the appropriate way to address the customer credit.

The following steps point out fields specific to customer refund only. For more information on the GAX Transaction, refer to the "Accounting Based Spending (ABS) Transaction Type" topic in the CGI Advantage - General Accounting User Guide.

To make a refund to a customer, perform these steps:

Find the CR transaction that recorded the original receipt of payment. Then use the Copy Forward functionality to create a new GAX transaction.
Complete the Header with any required fields and any optional fields to record the refund.
On the Vendor line created by the copy forward, you will have to choose a payment address, if there is not a default one established for the vendor/customer. If there are any payment criteria that need to differ than the defaults, those should be set.
On the Accounting line(s) created by the copy forward, the Line Amount and COA will be those of the CR with a memo reference back to the CR as well. If the amount or COA should be adjusted, make those changes.
Complete the Check Description field, if required, or if optional, it will provide information to the customer as to the origin of the payment.
There are different types of refunds available on the GAX, of which you should choose the Event Type that matches the postings of the CR.
Perform the Validate action to validate for errors.
If errors exist, fix the errors and repeat Step 5. If no errors exist, then continue with next step.
Perform the Submit action to submit the transaction.