Creating a Refund
Personify is a receivables system and does not issue
checks. What the software can do, however, is create vouchers, which are
requests for checks from an external payables system. We generate a
transaction against a Payables Transfer Account and this transaction is sent to
the GL in the normal way. From there, the payables system would generate a
check.
Personify has a number of interfaces to various AP systems
and depending on the AP system, the transfer is handled in different ways, as
allowed by that system. Typically, the AP system creates its own AP transaction,
which washes out the AP transfer account. The rest of the typical payables
transaction, the offset accounts, is passed to the GL through the normal
process.
Refunds can be made for the following receipt types:
- Cash - Refunds are made in full in
the currency selected.
- Credit - Only the most recent
receipt against the line item(s) in question will be refunded. Credit
balances are always refunded first unless the user selects a specific line
item. These are fundamentally different from refunds as generated from
checks. When a receipt being refunded is a credit card, the refund must
go to that credit card unless the user specifically requests this through
the UI. A voucher transaction is still created but not against the
payables transfer account. For credit cards, the transaction is a debit
to AR (or PPL) and credit to the credit card receivable account from the
original batch. If users are processing a refund that has been
presettled, then it is not processed through the credit card processing
system (it already has been) but the same transaction is created against
the credit card receivables account.
- Check - A voucher is created that
is transferred to the GL for payment through the AP system.
If a full refund is indicated, then the full amount of the
receipt will be refunded. The order line total should be $0. All rounding
issues are reflected and corrected in the base amount. Refunds are made based
on the original receipt types referenced by specific orders and line items