The following will guide you from Creating Invoice, Receiving Overpayment for the Invoice, Processing that Overpayment to Cash Refund and Cutting a Check for that refund.

  1. Create a Invoice.
    1. Sales > Activities > Invoices 
    2. Click New to open new Invoice screen.
    3. In the header,
      1. Set Type field to Invoice.
      2. Select customer in the Customer field
    4. In the grid area, 
      1. Select an item to return in the Item No. field
      2. Type in qty to be returned in the Shipped field, ex. 30.00
      3. Set UOM field to Bushels.
      4. Set Price field to 4.76.
      5. Total field will automatically be computed, in this ex. 142.80.
    5. Click Post.

      1. GL entries for Invoice are as follows. 

  2. Receive Overpayment for the Invoice.

    1. Sales > Activities > Receive Payments
    2. Click New to open new Receive Payments screen.
    3. In Details tab > header,
      1. Select customer in the Customer field
      2. Select payment method in the Payment Method field, ex. Cash.
      3. Type in amount to pay in Amount Paid field, ex. 200.00.
    4. In the grid area, 
      1. Select the Invoice transaction created in Step 1
    5. Check Unapplied Amount in header. It will automatically show the difference between Amount Paid and Payment in the grid, for this illustration, Unapplied will show 57.20, computed as 200.00 - 142.80.
    6. Click Post.


      1. GL entries for Receive Payments with overpayment scenario are as follows:

       

  3. Process Refund for Overpayment.

    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.

    http://jira.irelyserver.com/browse/AR-9409

    1. Sales > Activities > Invoices

    2. Open the Overpayment transaction. You will see this as the first record from the top, with 'COP-' prefix, i.e. if Starting Number prefix setup for Overpayment is 'COP-', else check the Starting Numbers if setup otherwise.

      Note:

      You can open Starting Number from System Manager > Maintenance > Starting Numbers > select Accounts Receivable in Modules grid > Customer Overpayment.

    3. Click Process Refund. This will automatically create a posted Invoice > Cash Refund type transaction and a ready to post Pay Voucher transaction

       

      1. Dr. AR 57.20

      2. Cr. AP 57.20


    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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