Setting Up Refund Profiles

When setting up refund profiles, you need to add the basic profile information, set up and map the profile to a deposit policy (or set of rules), specific account type(s), and transaction type(s).

Enter Basic Profile Info

Click SETUP on the Main Menu screen. On the Receivables Setup screen that appears, select the Profiles and Policies tab and then click REFUNDS. The Browse Refund Profiles screen opens with all available refund profiles displayed in a table.

Click

on the toolbar. The Add Refund Profile Wizard is initiated.

Enter a refund profile descriptionand then check the checkboxes of the developments you want to include in the profile.

This is your agency-defined list of developments, which you maintain in the Setup area of the program. See "Setting Up Developments"

Note: You are only able to have one profile per development. If another profile is added that includes a development for which there is already a profile, the first profile will have that development removed.

Click NEXT, review the profile information, and then click FINISH to save and add the new profile. The Maintain Refund Profile Setup screen appears with the Main tab selected.

Map Refund Policy

Select the Refund Policies tab and click

on the toolbar. The Add Refund Policy Wizard is initiated.

Enter the refund description (when reviewing a customer’s account, this is what you will see), such as “standard refund,” and select the type of calculation from the drop-down list.

Select the date on which the policy should be based, and then select an effective date, or the date range of when the policy is in effect.

Click START, review the policy’s information, and then click FINISH to add the new policy. The Refund Policies tab of the Maintain Refund Profile Setup screen appears again.

Map Account Type(s)

Select the Account Types Included sub-tab at the bottom of the screen.

10.

Click

to add an account to the new refund policy. The Add Account to Refund Policy Wizard appears. The refund profile and refund policy you just added is displayed on the first screen of the wizard.

11.

Select the accounttype to be affected by this policy from the drop-down list (this will usually be “utility reimbursements”).

This is your agency-defined list of account types, which you maintain in the Setup area of the program. See "Setting Up Account Types"

12.

Click NEXT, review the account type’s information, and then click FINISH to map the account type to the refund profile. The Account Types Included sub-tab appears again with the newly mapped account type displayed in a table.

Note: You cannot have multiple profiles per development, but you can have multiple policies for the same account type and time period per profile. This results in refunds only being applied once for each policy in monthly processing.

Hint: In order to delete a profile, all developments must be removed from the profile first. Also, all account types must be removed from a policy in order to delete a policy. Once a profile or policy has been used, they cannot be deleted. (Removing all developments and/or account types, however, will make them “inactive.”)

Map Transaction Type(s)

13.

Highlight the account type you want to work with and click the TRANSACTION TYPES button at the bottom of the screen. The Maintain Transaction Types for Refund Policies screen opens.

14.

Click

on the toolbar and check the checkbox of the transaction types you want to map.

This is your agency-defined list of transaction types, which you maintain in the Setup area of the program. See "Setting Up Transaction Types"

15.

Click START and then click FINISH to apply your changes and map the transaction type(s) to the refund profile.

Now that you are finished setting up the needed information to make a refund application to accounts possible, you can now generate the actual refunds for those account types. Generating refunds can be accomplished in the Periodic Processing area of the TAR program. See "Generating URP Refunds"