How to refund a payment to a customer without using the Refund Checks module in Microsoft Dynamics GP

This article describes how to manually return a credit amount to a customer by using Receivables Management and Payables Management in Microsoft Dynamics GP and Microsoft Business Solutions - Great Plains 8.0.

Applies to:   Microsoft Dynamics GP
Original KB number:   954626

Introduction

Follow these steps when the Refund Checks module isn't registered. Refund Check is a module that is purchased separately that lets you issue refund checks to customers.

More Information

1. Determine the value of the credit for which you want to create a refund:

   1. On the Inquiry menu, point to Sales, and then select Transaction By Customers.
   2. Select the customer ID with a credit balance in the Customer ID list.
   3. Note the value of the credit document, and then select OK.

2. Create and post a debit memo equal to the amount you want to refund the customer:

   1. On the Transactions menu, point to Sales, and then select Transaction Entry.
   2. In the Document Type list, select Debit Memos.
   3. In the Customer ID list, select the appropriate customer ID.
   4. Create a debit memo using the value that you noted in step 1.
   5. Select Post to post the debit memo.

3. Apply the debit memo to the overpaid amount:

   1. On the Transactions menu, point to Sales, and then select Apply Sales Documents.
   2. In the Customer ID list, select the appropriate customer ID.
   3. In the Document No. list, select the credit document from step 1.
   4. Select the check box next to the debit memo you created in step 2.
   5. Select OK.

4. Create a vendor ID. If a vendor ID already exists for this customer, go to step 5.

   1. On the Cards menu, point to Purchasing, and then select Vendor.
   2. Create a vendor ID that corresponds to the customer ID.
   3. Select Save.

5. Enter and post a miscellaneous charge for the vendor:

   1. On the Transactions menu, point to Purchasing, and then select Transaction Entry.
   2. In the Document Type list, select Misc Charge.
   3. In the Vendor ID list, select the vendor ID that corresponds to the customer ID.
   4. Create a document that has the value that you want to refund to the customer.
   5. Select Post to post the miscellaneous charge document.

6. Print a check in Payables Management and apply it to the miscellaneous Charge document:

   1. On the Transactions menu, point to Purchasing, and then select Edit Check.
   2. In the Vendor ID list, select the vendor ID that corresponds to the customer ID.
   3. In the Batch ID field, type the name of the batch that will contain the check.
   4. Select Apply.
   5. In the Apply Payables Documents window, select the check box next to the miscellaneous charge document from step 5, and then select OK.
   6. In the Edit Payables Checks window, select Print Checks. When you are prompted to save changes, select Save.
   7. Select Print to print the check.
   8. In the Post Payables Checks window, select Process. When you are prompted, select a destination for the posting journal reports.

Disclaimer

Microsoft and/or its suppliers make no representations or warranties about the suitability, reliability or accuracy of the information contained in the documents and related graphics published on this website (the "materials") for any purpose. The materials may include technical inaccuracies or typographical errors and may be revised at any time without notice.

To the maximum extent permitted by applicable law, Microsoft and/or its suppliers disclaim and exclude all representations, warranties, and conditions whether express, implied or statutory, including but not limited to representations, warranties, or conditions of title, non infringement, satisfactory condition or quality, merchantability and fitness for a particular purpose, with respect to the materials.

Rapid Publishing Disclaimer

Rapid publishing articles provide information directly from within the Microsoft support organization. The information contained herein is created in response to emerging or unique topics, or is intended supplement other knowledge base information.