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


Source: Microsoft Support

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INTRODUCTION


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. Follow these steps when the Refund Checks module is not registered. Refund Check is a module that is purchased separately which 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 click Transaction By Customers.
    2. Click the customer ID with a credit balance in the Customer ID list.
    3. Note the value of the credit document, and then click 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 click Transaction Entry.
    2. In the Document Type list, click Debit Memos.
    3. In the Customer ID list, click the appropriate customer ID.
    4. Create a debit memo using the value that you noted in step 1.
    5. Click 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 click Apply Sales Documents.
    2. In the Customer ID list, click the appropriate customer ID.
    3. In the Document No. list, click the credit document from step 1.
    4. Click to select the check box next to the debit memo you created in step 2.
    5. Click 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 click Vendor.
    2. Create a vendor ID that corresponds to the customer ID.
    3. Click Save.

  5. Enter and post a miscellaneous charge for the vendor:
    1. On the Transactions menu, point to Purchasing, and then click Transaction Entry.
    2. In the Document Type list, click Misc Charge.
    3. In the Vendor ID list, click 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. Click 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 click Edit Check.
    2. In the Vendor ID list, click 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. Click Apply.
    5. In the Apply Payables Documents window, click to select the check box next to the miscellaneous charge document from step 5, and then click OK.
    6. In the Edit Payables Checks window, click Print Checks. When you are prompted to save changes, click Save.
    7. Click Print to print the check.
    8. In the Post Payables Checks window, click Process. When you are prompted, select a destination for the posting journal reports.

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