Surplus/Refund Routing Process

Navigate: Tax > Accounts Receivable > Surplus/Refund Routing Process

Description

Use this task to mass approve surplus and refunds. Certain types of surplus can now be designated as refunds automatically based on age, dollar amount, source of surplus, type of surplus, correction reason code, and revenue source. The various surplus items can be reviewed and selected en masse to refund. The existing refund processes of exporting to GL and refund interest (where applicable) are still honored. The batch job reviews the surplus and takes one of four actions: refund, review, age, or never look at.

To accommodate the new refund workflow process, a new task and screen were created with the options of either:

• Instantly running the batch refund, which applies the refund surplus to the workflow, or

• Setting the schedule for the refund workflow batch process.

Steps

1. On the Run or Schedule Surplus/Refund Routing Process screen, click Run to immediately run the refund workflow batch process, which applies the refund or surplus to the workflow.

• On the Monitor Batch Processes screen, you can monitor the progress of the job.
• Click on the process in the grid to open the View Batch Process Details screen. Click Close to return to this screen.

OR

Click Schedule to open the Schedule Batch Process screen. Define the schedule and click Save.

• Click Previous to return to this screen.

• Click Close to end the task.

2. Set up batch settings and schedule for this task on the Run or Schedule Surplus/Refund Routing Process screen.
See also Tax > Accounts Receivable > Manage Payments > Refund Review Queue.

On the Review and Select Refunds screen, items can be selected for refund or removed from the queue, in which case the refund goes back to a normal surplus to be handled manually.

If refunding all, a reason code is required; and the option to manually combine multiple refunds into a single one is also available.

Action buttons are: 1) Accept, which requires a reason code and finishes the task, 2) Reject, which removes the item from the review queue, 3) Combine, which combines the selected items into a single refund, 4) Print Listing, which prints the Refund/Overpayment Listing Report, and 5) Print notices, which prints Refund/Surplus notices.

Two systypes were added to the Refund Reversal Reason Codes systype category: 1) Error in data entry, and 2) Correction. These are available, amongst other already existing systypes selections, from the Reason Code drop-down list on the Review and Select Refunds screen.

Prerequisites

Combine refunds with a common name/address

1. Click Configuration > Application Settings.
2. On the Maintain Application Settings screen, select Effective Date from the Setting type drop-down list, and select Tax Accounts Receivable from the Filter by module drop-down list.
3. Locate Combine refunds during the refund workflow batch process and click Edit.
4. Select the checkbox in the Setting Value column to set this to True and click Apply.
5. Click Save in the Command Item bar.
• Click Close to end the task.