There are several possible cash refund situations.  Credit Card refunds are somewhat different - these steps do not Apply! 

 

These are 2 common circumstances.  There could be other situations in addition to these two.

 

1.  Was revenue overbooked in Movers Suite Revenue Entry? 

 

If the answer is yes, the refund is entered using both Movers Suite and Dynamics-GP.

1.    Create a credit memo (negative revenue) in Movers Suite. The credit memo will Debit revenue and Credit Accounts Receivable.  A credit memo will be posted to the customer account in Dynamics-GP.

2.    In Dynamics-GP enter a Debit Memo on the Customer account, and apply it to the credit document after both are posted.  The debit memo will debit Accounts Receivable, Credit a suspense account. 

•    Be sure this debit memo has the Order Number on it!  

•    Also, you MUST click on the Additional Information button and enter an Authority!  It must read either Own Authority or Van Line.

3.    In Payables, create a new vendor for the customer to be refunded.  Enter an invoice & check in 2 steps. 

4.    General Ledger accounts will be: Debit suspense account (the same account as in #2), Credit AP on the invoice; and the check will Debit AP, Credit Cash, same as any check.

 

Remember:  ALL documents must reference Movers Suite Order Numbers and should be numbered using the order number, as Movers Suite does (ex.: 123-45687-7/900 for the debit memo).  If the Movers Suite order number field is incorrect Movers Suite reports & AR Summary window will be affected.

 

This method updates the customer, the vendor and the checkbook.

 

2.  Overpayment - no revenue effect.

 

This is done using both Movers Suite and Dynamics-GP.

 

1.    Create a sales/ invoice (Positive revenue) in Movers Suite for the amount of the overpayment. This will be done using an item code that goes to a clearing account. This sales/invoice will Debit revenue and Credit Accounts Receivable.  An Invoice will be posted to the Customer account in Dynamics-GP.

 

2.    In Payables, create a new vendor for the customer to be refunded.  Enter an invoice & check in 2 steps.  

3.    General Ledger accounts will be: Debit suspense account, Credit Accounts Payable on the invoice; and the check will be Debit Accounts Payable, Credit Cash. 

•    Also, you MUST click on the Additional Information button and enter an Authority!  It must read either Own Authority or Van Line.

 

Remember:  ALL documents must reference Movers Suite Order Numbers and should be numbered using the order number, as Movers Suite does (ex.: 123-45687-7/900 for the debit memo).  If the Movers Suite order number field is incorrect Movers Suite reports & AR Summary window will be affected.

 

This method updates the customer, the vendor and the checkbook.