The following will guide you from Creating Customer Prepayment, Processing that Credit Memo to Cash Refund and Cutting a Check for that refund.

  1. Create a Customer Prepayment.
    1. Sales > Activities > Invoices 
    2. Click New to open new Invoice screen.
    3. In the header,
      1. Set Type field to Customer Prepayment.
      2. Select customer in the Customer field
    4. In the grid area, 
      1. Prepay Type field select a prepay type. Options to select from are: Standard, Unit and Percentage. For this illustration, let's select Standard.
      2. Type in a description in the Description field, ex. Prepayment.
      3. Quantity field is defaulted to 1. Leave it as is.
      4. Type in the amount of the Prepayment in the Price field, ex. 100.00
    5. Click Pay to receive this Customer Prepayment.
    6. When Receive Payments screen opens, click Post.

      1. GL entries for Receive Payments - Prepay are as follows:
  2. Make a deposit for the Customer Payment received.
    1. Cash Management > Activities > Bank Deposits
    2. Click New to open new Bank Deposit screen.
    3. Click Undeposited, and look for the Receive Payment transaction. 
    4. Select that transaction and click OK.
    5. Click Post.
      1. GL entries for Bank Deposit via Undeposited Funds.

  3. Process Refund for Customer Prepayment.

    Note:

    Before you can process a refund, make sure that the Customer is also a Vendor. To do that, open Customer record, click on Entity Type tab and add Vendor in the Type grid.

     

    1. Sales > Activities > Invoices
    2. Open Customer Prepayment transaction
    3. Click Process Refund. This will automatically create a posted Invoice > Cash Refund type transaction and a ready to post Pay Voucher transaction
    4. Pay Voucher Details screen is automatically opened. Click Post.

      1. GL entries for Pay Voucher are as follows:
    5. Click Process Payment to cut a check.
    6. Click Print Check.
    7. Report Viewer - Check Voucher will then be opened. Click Print to print the Check.
    8. Close the Report Viewer, then close the Process Payments screen.
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