Create a Customer Refund

The following scenario illustrates any refund to of payment received from a customer. Refund to a customer can be either of a Deposit, Prepayment, Unreserved Credit balance, Reserved credit balance or Earned Revenue Refund.  

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

1. Create a GAX from the Document Catalog.

2. Complete the Header section.

   • The Record Date, Budget FY, Fiscal Year, and Period default based on the Application Date.

   • The Document Name, Document Description, and Extended Description are optional, though the former two may be made required based on DCTRL setup.  

   • The Bank Account on the Header acts as a data entry tool. Bank Account entered on the Header is populated on the Accounting Line.

   • The Cited Authority may be required, as configured on the DCTRL.

3. Complete the Vendor section.

   1. Expand the Vendor section.

   2. Click the Insert New Line link.

   3. Select the same Vendor code as in the CR document, using the Vendor Customer pick list icon.

   4. Enter the Vendor Customer Code.

   5. Enter the Address Code.

   Notes:

   • If the Vendor set-up has a default Payment address, then the address will automatically populate during document validation. Otherwise, you must select an address with the Address Code pick list.  

   • If the Vendor Payment Address has an associated Contact, then the contact information will also infer during document validation.

   • The Disbursement Options are inferred or configured.

4. Complete the Accounting section

   1. Expand the Accounting section.

   2. Click the Insert New Line link.

   3. Enter an event type, using the Event Type pick list icon.  
      
      You can use the Event Types of AP06, AP07, AP08, AP09, or AP10 depending on the nature of the payment being refunded.

   4. Enter the Amount to be refunded.  

   5. Enter the CR Document Code, CR Document Dept Code, CR Document ID, CR Document VL number, CR document AL number and memo reference type.

   Notes:

   • Fiscal Year and Period will default to the Application Date, unless otherwise entered.

   • Budget Fiscal Year will default to the Application Date or as configured on the BFYINF, APBYINF or APBYFINF2 unless otherwise entered.

   • The Disbursement Category would be inferred from the Vendor Line or from the Disbursement Category Inference and Combination Validation or the value provided on the Accounting Section based on the configuration on the APPCTRL.

   • If budget lines are required, as defined on BUDREQ (Budget Requirements), the Fund and Detail Accounting elements must be valid budget lines for those budget structures.  
     
     Alternatively, if an accounting template has been configured on ACTPL, enter the Accounting Template Code.  

   • The Bank Account Code on the Accounting Line can be different from the Bank account code provided on the Header.

   • Service From Date and Service To Date are inferred from the Record Date of the document.

5. Click the Validate button to validate for errors.  

6. If errors exist, fix the errors and repeat Step 5.  If no errors exist, then continue with next step.

7. Click the Submit button to submit the document.  

Unreserved Credit Balance can be refunded through a batch process. This details of which is available under Issue Customer Refunds for Unreserved Credit Balances (UCB)