BP> Refunds> Refund Credits/Deposits

Refund Credits and Deposits

 

Summary

 

Overpayments and deposits can result in a credit balance on a customer’s account. A credit balance may also occur if a customer decides not to proceed with a building project that has been paid. In the Building Permits module, you can refund these credit balances through the Refunds process.

 

Related Links

 

Click here for information on Permit Type Maintenance.

Click here for information on Permit Status Maintenance.

Click here for information on applying credit and deposit adjustments.

 

Step by Step

 

1     Create a Refunds batch. 

 

  • Select the Refunds palette in BP> Refunds. This will expand the Refunds palette and display the steps of the batch process.
  • Select New from the Refunds batch number drop-down menu to create a new batch. This will open the New Batch window. Click here for information on the New Batch process.
  • If there are open batches in the Refunds process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon .
  • You can delete batches by selecting a batch and pressing the DELETE key.

 

2     Generate the Refunds. 

 

  • Open the Generate Refunds window (BP> Refunds> Generate).
  • Use the Settings section to filter the permits that you would like to include in the Refunds batch. Once the refunds are generated, you will still be able to remove any unwanted permits from the Refunds batch in the next step.
  • Check the Permit Type toggle for each permit type you would like to include in the Refunds batch.
    • Use the Select All and the Deselect All icons to select or deselect all of the displayed permit types. All permit types will be selected by default.
    • Permit Types are created and maintained on the Permit Type Maintenance window (BP> Maintenance> Permit Type). Click here for information on Permit Type Maintenance.
  • Check the Permit Status toggle for each permit status you would like to include in the Refunds batch.
    • Use the Select All and the Deselect All icons to select or deselect all of the displayed permit statuses. All permit statuses will be selected by default.
    • Permit Statuses are created and maintained on the Permit Status Maintenance window (BP> Maintenance> Permit Status). Click here for information on Permit Status Maintenance.
  • Select a Transaction Type from the drop-down menu.
    • Only Credit Cash and Deposit transactions can be refunded.
  • Click the Age From drop-down menu to select either Transaction Date or Post Date. This will determine which filter date you will age from.
    • The Age From Date will default to today's date.
  • The Minimum Age Days field is used to limit the permits you would like to include in the batch by age days.
  • The New Tran Date will default to the current date, but can be overridden. It is the date that will be associated with the refund adjustment to the customer’s permit.
  • The Minimum Amount field is used to limit the refunds included in the batch to a minimum amount. Specifying a minimum amount can prevent permits with only a negligible credit from being included in the batch.
  • Check the Allow refunds on permits with outstanding balances toggle if you would like to generate refunds for permits that meet the filter criteria but still have outstanding balances as well.
  • Click the Create icon to add specific permits to the Permits field.
    • Filter the displayed permits and click the Confirm icon when you have selected a permit to include in the Refunds batch.
    • Selecting a permit to include in the batch will override the filters above. If you add permits to the Permits section, only those permits will be included in the batch.
  • Click the Confirm icon when complete. This will close the Generate Refunds window.

 

3     Edit the refunds included in the batch. 

 

  • Open the Edit Refunds window (BP> Refunds> Edit).
  • The Edit Refunds window is used to edit the amounts refunded on included permits and to remove unwanted permits from the refunds batch.
    • Click the Expand button next to a permit to display the refund details. The Amount column can be edited to create partial refunds.
    • Select a permit and click the Delete icon to remove that account from the batch.
  • The Errors tab will display any permits added to the batch that are not associated with customer accounts. You cannot generate a refund for a permit that is not associated with a customer account.
  • Click the Save icon when complete. This will close the Edit Refunds window and return you to the refunds palette.

 

4     Print the Refunds Proof List. 

 

  • Open the Print Refunds Proof List window (BP> Refunds> Proof List).
  • You have the choice of printing a Detail or Summary report.
    • The Summary report contains the Transaction Date, Transaction Type, Customer Number, Customer Name, Application Number, Permit Number, Description, line item Total, and report Total.
    • The Detail Report includes everything included in the Summary report as well as the Fee Code for each line item being refunded, the Debit and Credit accounts for Refunds, and the account dollar amount. Each Refund is totaled and the report provides a grand total.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

5     Print the Refunds GL Distribution. 

 

  • Open the Print GL Distribution window (BP> Refunds> GL Distribution).
  • Enter the transaction date you want to appear in the General Ledger for this batch in the Journal Entry field. This date will determine the fiscal period and fiscal year in which the refunds are recorded.
  • The refunds process will create the following journal entry:

 

    GL Account Used in transaction Debit Credit
    GL account set up as the Revenue account on the Credit Cash transactions or the AR account on Deposit transactions (BP> Maintenance> Fee> Revenue Account or AR Account fields)  XXX  
    GL account set up as the Payable account in the AP module Setup window (AP> Utilities> Setup> General tab> Payable Account field)   XXX

 

  • If the GL Accounts used in the refunds process belong to different funds, the system will use the Due To and Due From accounts set up on the SS Setup window to create a balanced journal entry.
  • Select a Report Type from the drop-down menu.
    • The Summary Report displays the Fund, Account, account Description, total Debit Amount for the account, total Credit Amount for the account, and Debit and Credit Totals by Fund and Report.
    • The Detailed Report will provide account transaction detail if a single GL account has multiple transactions being refunded in the same batch.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

6     Commit the Refunds batch. 

 

  • The final step in the Refunds process is to commit the batch.
  • Open the Commit Refunds window (BP> Refunds> Commit).
    • The Journal Entry date field will be populated with the date entered on the GL Distribution step. The journal entry date will determine the fiscal month and year that the journal entries will be posted to. Once the batch is committed, the information from the batch is sent to the Accounts Payable module as an uncommitted invoice, and a temporary vendor is created using the customer data.
    • The AP Settings section is used to specify the batch settings for the created invoice.
      • Click the AP Batch field label to select an existing uncommitted AP invoices batch that the refunds invoice will be added to. If you would rather add the refunds invoice to the next available AP batch, click the Generate icon . The AP Batch field will populate with the new batch number.
      • Click here for information on AP Invoices.
  • Click the Confirm icon to commit the batch.