Transaction ID (Customer Refund ID)

• This is a unique identifier that represents a transaction.
• This is a system generated field when a transaction is initially recorded.

Workflow Type

• DEFAULT is the default value on add mode.
• This is a required field and used to determine the business process of the transaction, whether it requires approval or not.

Customer Credit Memo

• Either one of the Customer Credit Memo or the Customer Deposit Payment is a required field. If Customer Credit Memo is populated, then the Customer Deposit Payment field is automatically disable and vice versa. User can use the magnifying glass to search for an existing customer credit memo ID.

• If the user knows already the Customer Credit Memo ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the customer credit memo ID entered is valid.
• The blue hyperlink next to the magnifying glass is the concatenated Customer Credit Memo ID and status which allows users to easily navigate to the Customer Credit Memo page.
• Notice also that the Customer Deposit Payment field is automatically disabled and other fields related to the Customer is also filled in (e.g. Currency, Exchange Rate and Unapplied Amount)

Customer Deposit Payment

• Either one of the Customer Deposit Payment or the Customer Credit Memo is a required field. If Customer Deposit Payment is populated, then the Customer Credit Memo field is automatically disable and vice versa. User can use the magnifying glass to search for an existing customer deposit payment ID.

• If the user knows already the Customer Deposit Payment ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the customer deposit payment ID entered is valid.
• The blue hyperlink next to the magnifying glass is the concatenated Customer Deposit Payment ID and status which allows users to easily navigate to the Customer Deposit Payment page.
• Notice also that the Customer Credit Memo field is automatically disabled and other fields related to the Customer is also filled in (e.g. Currency, Exchange Rate and Unapplied Amount)

Note
• Customer record must exist prior to creating a customer payment transaction.
• After selecting a customer, the contact person (if present), billing address, shipping/delivery address, currency, exchange rate, and payment terms fields are automatically filled in based on the customer information configuration.

Customer

• This is a required field. This is automatically filled in and non-editable once the Customer Credit Memo or the Customer Deposit Payment is already populated.
• The blue hyperlink next to the customer label which allows users to easily navigate to the Customer page if he has access to view customer information.

Contact Person

• This is an optional field and is already defaulted after selecting a customer. When adding new contact person, this should be configured under Contacts tab on the Customer Page.
• User should only select from the provided list.

Notes

• This is an optional field with a maximum length of 1000 characters and is used internally to convey vital information.
• This field is not visible in the printed document.

External Reference No.

• This is an optional field. As a reference you may indicate the external reference number that has been issued to the customer.

Credit Account

• This is a required field. User can use the magnifying glass to search for existing sub account number.

• GL Account Number record must exist in Admin Chart of Accounts page.
• The blue hyperlink next to the magnifying glass is the GL account number description which allows users to easily navigate to the Chart of Accounts page if he has access to view chart of accounts information.

Remarks

• This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information.
• This field is visible in the printed document.

Notes

• This is an optional field with a maximum length of 1000 characters and is used internally to convey vital information.
• This field is not visible in the printed document.

Currency

• This is a required field and is automatically filled in after selecting a customer credit memo. The field is read-only.
• The blue hyperlink next to the currency label which allows users to easily navigate to the Currency page if he has access to view currency Information.

Exchange Rate

• This is a required field and is automatically filled in after selecting a customer credit memo or a customer deposit payment transaction.

Unapplied Amount

• This is a read-only field and is automatically filled in based on the selected customer credit memo or a customer deposit payment transaction.

Posting Date

• This is an optional field which contains the date when the user posts the transaction.

Status

• This is a system generated field based on the selected workflow which indicates the specific phase / process of the transaction.

Sequence Number

• This is a primary key used to sort the products in ascending order.
• In add mode, this is editable. This cannot be edited after it has been saved.

Sequence Number

• This is a primary key used to sort the products in ascending order.
• In add mode, this is editable. This cannot be edited after it has been saved.

Refund Amount

• This is a required field that allows number with two decimal places. It is used to indicate the amount of money that will be refunded to the customer.

Refund Date

• This is a required field which may contain the date when the refund will take place.

Payment Mode

• This is a required field. User may select the mode of payment for the refund.
• User should only select from the provided list.

Account Number

• This is an optional field if the payment mode selected is cash the field is grayed and non- editable. Otherwise, the field is required.
• Account Number record must exist in Admin Chart of Accounts page.
• User should only select from the available list.

Bank Details

• This is an optional field. This field is automatically filled in after selecting non-cash payment mode (e.g. Bank-To-Bank/Check/Letter Of Credit) with the corresponding account number. The field above is populated with Bank Name and the one below is the Account Name.

Check No.

• This is an optional field. However, if the payment mode is check, it’s advisable to populate this field with the check number details.

Credit Card

• This is an optional field. This field is automatically filled in after selecting the account number. The field above is populated with Credit Card Name and the one below is the Provider Name.