Recording a Refund

A refund is a cash refund from a vendor for unfilled or returned orders. You record refunds with the New Refund option on the Statement menu. This option creates a statement header with a type of “Refund.” This type lets you add refund lines only to the statement. (If you are recording a refund to a nontitle invoice, see Recording a Nontitle Refund.)

Entering Refund Amounts as a Positive or Negative Number

The amounts you enter for a refund in the statement header and lines are automatically changed to negative amounts if you enter them as positive numbers. However, Horizon does not automatically change extra charge amounts to negative amounts. You can enter these amounts either as a positive or negative number, depending on whether you are being refunded or charged. If you are entering a refund for an extra charge, be sure to enter the amount as a negative number.

To record a refund

1 Start the New Refund process.

The default location of this process is the Acquisitions\Statement folder on the navigation bar.

Horizon displays the Compound Search window.

2 Search for the vendor whose statement you are recording.

After you choose the vendor, Horizon displays the Edit Statement (new) Header window:

3 Complete the fields in the window. (For a description of each field, see Edit Statement Header Window.)

The “Refund” statement header does not include the Checks group, since this group does not apply to refunds.

Note: If you are entering a refund for an extra charge, be sure to enter the amount as a negative number. Unlike other amounts on the refund statement, Horizon does not automatically change extra charge amounts to negative numbers.

4 Save the file.

Horizon displays the Statement window:

This window lets you add the lines that are included on the vendor statement.

5 Click Candidates to search for the PO lines.

Horizon displays the Find Candidate Lines window.

6 Do one of these steps:
Mark Search to search for the lines.
Mark Vendor to display all PO lines for the vendor that have been invoiced.

Horizon displays all the lines that match your search criteria and that have already been invoiced. Only those lines for which you record a refund are actually added to the statement. The rest are removed when you close and reopen the statement.

7 Highlight the lines that are included on the vendor statement.

To help you identify the items, you can click the Display button to display other columns. (For example, you can display the PO number to identify which purchase order a line is attached to.)

8 Click Refund to display the Refund PO Line window:

9 Complete the fields on the window:

Field

Action

Quantity

Enter the quantity to credit (as shown on the vendor statement). (The quantity that has been invoiced appears by default.)

Cancel Items box

Mark the box if you want to cancel the order for these items.

Amount

Enter the line amount shown on the vendor statement for the title. (Enter the total line amount, not the unit price. You can enter the amount as a positive or negative number; however, Horizon will automatically change it to a negative number since you are recording a credit.)

Statement Line

Enter the line number on the vendor statement that corresponds to the title.

Internal Note

If you want, enter an internal note about the refund. (These notes are appended to the notes in the Internal Note field on the PO line and are recorded in the PO Line Item History window. They are not printed on any correspondence you send to the vendor.)

10 Click OK.

If you highlighted multiple lines, the next title appears in the Refund PO Line window, along with the notes you entered for the last title.

11 If another title appears, repeat steps 9–10.

 


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