Creating Refund Requests

If a customer has overpaid your agency and has an overall credit balance, you can enter a refund request to issue a refund check to the customer. (Refund requests can be created for allaccount types.)

If you use the Accounts Payable program, a refund request created in Tenant Accounts Receivable generates an invoice in that program. Accounts Payable then generates a check to the customer in order to pay the invoice.

From the Main Menu screen, click TENANTS or RECEIVABLES. The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table.

Select how you want to order the tenant or customer table from the ordered by drop-down list, enter the search criteria in the search for field and click GO. The first tenant/customer to match the criteria is highlighted in the table.

Highlight the tenant/customer record you want to work with and click

on the toolbar.

Select “Refund Request” from the menu that appears. The Request Refund Wizard is initiated.

Hint: You can also access the Request Refund Wizard from the Account Summary and Account Details tabs on either the Tenant Management screen (for tenants), or the Maintain Customer Information screen (for customers who are also tenants).

Hint: The non-editable customer name field appears at the top of the screens. Use this to verify that you are entering information for the correct account belonging to the correct tenant/customer.

Enter a description for the refund, and specify the date and amount of the refund.

Note: The amount you enter should be the total remaining balance.

Click START to continue.

Review and confirm the refund information and click FINISH to create the refund.

The check request has been created, sent to Accounts Payable, and should result in a zero dollar ending balance in both accounts receivable and security deposit accounts.
If you do not intend on refunding the amount requested, you can go into Accounts Payable and delete the invoice; the zero balances will still be reflected on the accounts.