Recording and issuing a refund by check to a customer

[Customer Service]

Follow these steps to record and Issue a return by check for a Receivables customer:

Recording the Return:
1. On the 21st Century Accounting menu, Go to Sales/Invoices. The customer type is ‘Customer’.
2. Select Credit Memo/Return as the Trans. Type.
3. Enter the customer from the customer list.
4. If the original invoice is open, you can select it from the drop down list in the Apply to field. If the invoice is considered to be ‘paid’ by the system, it will not appear in this list.
5. Tab to the invoice number. Enter an appropriate invoice number, such as the original invoice number. You may want to follow the number with letters, such as RET or REF. The system will not allow you to use a duplicate number.
6. Tab to the Invoice Details section. If you maintain an item list, select the Item IDs that are being returned. Otherwise enter a description and the appropriate GL account in the GL Distributions section.
7. If you need to change the quantity of the items, do so in the Qty column. If you need to change the price of the items, do so in the Price column.
8. Leave the Payment Tendered section blank. Tab through and click OK.
9. Post the batch.

Issuing the Return by check:
1. Go to Bank Accounts/ Disbursements Checks.
2. Check the Print Checks? box in the Batch Options window.
3. In Payee Type, select customer.
4. Enter the Bank Account ID you will be issuing this check from.
5. Enter the Customer Id or name from the customer list
6. Enter a description for the reason for return.
7. Select the Accounts Receivable control account in the GL distributions section.
8. In the Check memo box, enter the information that you wish to show on the check.
9. Click OK to post the batch and print the check.