9.2 Issuing a Refund

Purpose:  Use this document as a reference for issuing a refund to a customer in ctcLink.

Audience:  Accounts Receivable Specialist.

You must have at least one of these local college managed security roles:

  • ZZ AR Item Entry

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Issuing a Refund

Navigation:  NavBar > Navigator > Accounts Receivable > Receivables Maintenance > Maintenance Worksheet > Create Worksheet

  1. The Create Worksheet search page displays.  It defaults to the Find An Existing Value tab.  In this example, we'll create a new worksheet.
  2. Select the Add a New Value tab.
  3. Select Worksheet Business Unit.
  4. Allow Worksheet ID to default to 'NEXT', unless you have a reason to assign the value yourself.
  5. Select Add.
Create Worksheet Add a New Value page
  1. The Worksheet Selection page displays.  Use it to specify customer and item information that should appear on the worksheet.  ctcLink uses criteria information to retrieve all items matching the selection criteria when the worksheet is built.
    1. Use the Customer Criteria drop-down button to select the ‘Customer Items’ options.
    2. Enter or select the appropriate customer in the Cust ID field.
    3. If it didn’t default in, enter or select the appropriate business unit in the Business Unit field.
    4. Select Build.
Worksheet Selection page
  1. The Worksheet Application page displays.
    1. Select 'Refund A Credit' from the Entry Type drop-down menu.
    2. Click a checkmark in the Sel box of the item to be refunded.
    3. Select 'RC' from the Type drop-down menu.
    4. Select Save.
    5. Select the Worksheet Action link.
Worksheet Application page
  1. The Worksheet Action page displays.
  2. Select Create/Review Entries.
Worksheet Action page
  1. The Accounting Entries page displays.
  2. Verify the ChartFields and accounts are correct.
  3. Select Return to Previous Panel.
Accounting Entries page
  1. The Worksheet Action page displays.
  2. Use the Posting Action drop-down menu to select the ‘Post Now’ option.
  3. Select OK.
Worksheet Action page
  1. The Process Monitor opens in a new window.  Refer to the Process Monitor QRG for instructions.
  2. Use the Process List page to view the status of submitted process requests.

Note: The process has finished successfully when the Run Status column indicates ‘Success.’

Process List page
  1. Close the Process Monitor window.
Issuing a Refund using Workflow Approvals

The Refund approval workflow is designed to require approval for refund amounts entered on the maintenance worksheet that are below the tolerances for the business unit but above the approval-needed limit for the user. This approval workflow is controlled by the Approval Framework feature in PeopleSoft Enterprise Components. The user is not able to set the worksheet to Post until the refund amount is approved. Both the approver and the worksheet user can set the worksheet to post after approval is granted.

A Refund approval process can have a chain of Approvers. The current Approver can question the prior Approver's approval by initiating a push back. When a push back is initiated, approval control is transferred to the previous Approver and previous Approver is also notified of the Pushback.

If email approval is enabled, the Approver can approve or deny write-off or refunds directly on the email and hence bypassing the need to sign in to the PeopleSoft Receivables system. Pushback cannot be initiated from email.

For both online and email approval, the Approver needs to include comments when denying a write-off or refunds while comments are optional when approving.

Navigation:  NavBar > Navigator > Accounts Receivable > Receivables Maintenance > Maintenance Worksheet > Create Worksheet

  1. The Create Worksheet search page displays.  It defaults to the Find An Existing Value tab.  In this example, we'll create a new worksheet.
  2. Select the Add a New Value tab.
  3. Select Worksheet Business Unit.
  4. Allow Worksheet ID to default to 'NEXT', unless you have a reason to assign the value yourself.
  5. Select Add.
Create Worksheet Add a New Value page
  1. The Worksheet Selection page displays.  Use it to specify customer and item information that should appear on the worksheet.  ctcLink uses criteria information to retrieve all items matching the selection criteria when the worksheet is built.
    1. Use the Customer Criteria drop-down button to select the ‘Customer Items’ options.
    2. Enter or select the appropriate customer in the Cust ID field.
    3. If it didn’t default in, enter or select the appropriate business unit in the Business Unit field.
    4. Select Build.

Optional: instead of the Customer Criteria section, optional to use the Reference Criteria section to select specific items. Use the Qual Code look up I = Item/Invoice and Reference to look up the specific Item/Invoice ID(s).

Worksheet Selection page
  1. The Worksheet Application page displays.
    1. Select 'Refund A Credit' from the Entry Type drop-down menu.
    2. Select a checkmark in the Sel box of the item to be refunded.
    3. Select 'RC' from the Type drop-down menu.
    4. Select Save.
    5. Select the Worksheet Action link.
Worksheet Application page
  1. The Worksheet Action page displays.
  2. Select Create/Review Entries. Once selected, the Create/Review Entries will be grayed out.
Worksheet Action page
  1. The Accounting Entries page displays.
  2. Verify the ChartFields and accounts are correct.
  3. Select Return to Previous Panel.
Accounting Entries page
  1. The Worksheet Action page displays.
  2. Use the Action drop-down menu to select the Submit to Workflow option.
  3. Select OK.
Worksheet Action page
  1. The Posting Action updates to Pending Approval status.

The workflow notification is sent to the Approver and when the Post Action Status field is changed to Pending Approval.

The Approver receives a notification in the Worklist (or AR WorkCenter) that a Write-Off amount or Refund requires Approval. From the Worklist or AR WorkCenter, the Approver can access the WorkSheet Application page for the Payment Worksheet or Maintenance Worksheet to view details of the Write-Off.

Depending upon your college business practice, either the Approver or AR Staff is able to return to Work Sheet Action page to update the Posting Action to Batch Standard, Post Now, or Post to the GL.

  1. On the Worksheet Action page, select the desired Posting Action, such as Batch Standard.
  2. Select OK
  1. The Process Monitor opens in a new window.  Refer to the Process Monitor QRG for instructions.
  2. Use the Process List page to view the status of submitted process requests.

Note: The process has finished successfully when the Run Status column indicates ‘Success.’

Process List page
  1. Close the Process Monitor window.
Requesting Refund Item

You must have at least one of these local college managed security roles:

  • ZZ AR Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Accounts Receivable > Receivables Maintenance > Refunds > Request Refund Item

  1. The Request Refund Item run control ID search page displays.  It defaults to Find an Existing Item.  In this example, we'll create a brand new run control ID.
  2. Select Add a New Value.
  3. Enter a meaningful Run Control ID.
  4. Select Add.
Request Refund Item Add a New Value page
  1. The Refunds page displays.
  2. Use the Refund Request Parameters section to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
    1. Enter or select the appropriate business unit in the Business Unit field.
    2. Select the Load Directly to AP checkbox.
    3. Select Run.
Refunds page
  1. The Process Scheduler Request page displays.  Use it to enter or update parameters, such as server name and process output format.
    1. Use the Server Name drop-down button to select the appropriate processing server for the request.  Note: this field can be left blank.
    2. Select OK.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears.  The updated Refunds page displays.  Note the Process Instance number.
  2. Select Process Monitor.  Refer to the Process Monitor QRG for instructions.
updated Refunds page
  1. Use the Process List page to view the status of submitted process requests.

Note: The process has finished successfully when the Run Status column indicates ‘Success.’

Process List page
  1. Process complete.

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