Page History

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.
      Image RemovedImage Added
   6. When Receive Payments screen opens, click Post.
      Image Removed
   7. At this point, you can either make a bank deposit for the money received from the customer via Bank Deposit > Undeposited Fund 
      Image Removed
   8. Or you can Refund this to the Customer. For this illustration, we will refund this Prepayment.
   Create Cash Refund to return
   1. 
      Image Added
      
      1. GL entries for Receive Payments - Prepay are as follows:
         Image Added
2. Make a deposit for the Customer Payment received.
   
   1. Cash Management > Activities > Bank Deposits
   customer's prepayment.
   1. Sales > Activities > Invoices
   2. Click New to open new Invoice Bank Deposit screen
   3. In the header > Details tab,
      1. Set Type field to Cash Refund
      2. Select customer in the Customer field
   4. Click on Prepaids and Credit Memos tab, select the Customer Prepayment transaction you would like to refund the customer by clicking Apply button. 
      Image Removed
   5. That Customer Prepayment info will then populate the Items grid.
      Image Removed
   6. Select AP account in Account field, then click Post.
      Image Removed
   7. .
   8. Click Undeposited, and look for the Receive Payment transaction. 
   9. Select that transaction and click OK.
      Image Added
   10. Click Post.
       Image Added
       1. GL entries for Bank Deposit via Undeposited Funds.
          Image Added

3. Process Refund for Customer Prepayment.

   Note
   title 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. Image Added

    

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