About refund processing

In Visma Net, payment documents that can be released manually have the following document types on the Customer payments (AR302000) window: Payment, Prepayment, Customer refund, Credit note, Balance write-off, and Voided payment. The information in this topic applies to documents of the Customer refund type.

This topic describes the windows you may use to release a customer refund and outlines the details of releasing refunds and their application records, as well as the details of the generation of the general ledger batch.

Release a customer refund

When you are recording a customer refund, you must fully apply its available balance to one open payment, prepayment, or credit note (or multiple documents of these types) before you release the refund. For step-by-step instructions, see Issue a refund.

You distribute the entire available refund balance among the open payment documents you add to the table on the Documents to apply tab of the Customer payments (AR302000) window. The system creates application records for each document listed on the tab and includes the applied amount. Thus, the available refund balance becomes zero. When you release a customer refund, the system does the following:

• Changes the refund status to Closed.
• Releases the application records.
• Decreases the balances of the paid documents. If the balance of a paid document becomes zero, the system changes its status to Closed.
• Increases the customer's balance by the refund amount, if the refund is applied to a document of the Payment or Credit note type.
• Decreases the customer's prepayment balance by the refund amount, if the refund is applied to a payment document of the Prepayment type.
• Generates a general ledger batch to update the involved asset accounts.

The following refund transactions are recorded to the general ledger when the refund and its applications are released.

You can view the batch details by clicking the link in the Batch no. field on the Financial details tab of the Customer payments (AR302000) window.

When you release a refund, the general ledger batch may contain, in addition to the refund transactions, some transactions generated by its application records. For details, see About release of application records.