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Overview
In the event a refund check needs to be written for a member, the Office system offers a simple solution to this occurrence similar to billing reciprocal charges. Use Case
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Setup Member as a Vendor
To properly process a refund check, the member in question will also need to be setup as a Vendor. Please see our Manage Vendors manual for more information on how to setup a new vendor.
Create a Refund Check
Access the Invoice Receipt screen by selecting Accounts Payable from the user menu and choosing Enter Vendor Invoices (the invoice entry screen).
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The invoice will then need to be paid and printed as normal. Please see our Pay Bills and Print Checks guide for more information.
Post Charge Batch to Member Account
Once the invoice batch has been posted, the system creates a charge batch under Approve Charge Batches in Membership, which is then posted to charge the member’s account. This will net the Balance Due on the member’s account to zero.
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This will open the batch for review. Select Post Batch after review is complete.
Member Balance
Once the Charge batch is posted, the member will have a net balance of zero on their account.
Best Practices
Use the Manage Members grid and associated filters to review Credit Balances on Member Accounts regularly to ensure timely handling of excess Member funds.
FAQs
Q. How do I set a filter to review Credit Balances for my Members?
A. In Membership, Manage Members grid, ensure the Current Balance column is included in the grid. (If not, right-click, choose customize columns, and add field to the grid.) Then, click the arrow next to Current Balance column, choose Custom, and set filter to return credit amounts.