IdealWare Online Users Manual

SP2-06-04-04 S/P PROCESSING
31597 Sales Order Entry, Header Entry Refund

 

PURPOSE

 

F6 = REFUND option creates an order with the following characteristics:

 

Document Type = REFUND.

Document Code = R (3rd character of order number).

Order Type    = CASH.

 

A refund is an order in which payment is refunded to the customer for returned merchandise. When quantities are entered for refunds, they are automatically set to a negative sign. You can process multiple refunds against one original invoice. When you process a refund against an invoice that is in history, the program automatically generates the refund lines based on the original invoice lines. Once the refund is completed and the appropriate documents printed, a refund in the form of cash, head office cheque, Visa, Mastercard, American Express or debit card can be tendered.

 

It is not necessary that the refund payment be tendered at the time of sale, but the refund order is not selectable via the order register & update program until the total amount has been refunded. The refund order will remain in the current order files until it is either fully refunded or until it is cancelled. See 31563 - SALES ORDER ENTRY, ORDER COMPLETION.

 

The special accounts receivable customer code "CASHSALE" is used for refund orders, however detailed name and address information can be entered. When a name is entered, a sort code is automatically generated from the entered name and can be used when searching for the refund. See 31586 - ORDER INQUIRY.

 

 

PROCEDURE

 

Example Refund Sale Order Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│09/17/07              ***** SALE ORDER HEADER ENTRY *****             TERM: TE7 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN   JOHN BARKER            ORDERED DATE 09/17/07   ORIG ORD#    DATE   PAYMT â”‚
│ORDER# 01-R100560             TO-SHIP DATE 09/17/07   01-C123456 09/01/07 CASH  â”‚
│DOCUM  CASH REFUND            TO-SHIP TIME            REF METHOD CASH           â”‚
│TYPE   CASH-CURRENT           SHIPPED DATE 09/17/07   REF REASON CHANGED MIND   â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BILL-TO  CASHSALE SORT SMITJIM          SHIP-TO  CASHSALE CONTRACT              â”‚
│NAME                                    NAME     JIM SMITH                      â”‚
│ADDR1                                   ADDR1    #401 OAK STREET                â”‚
│ADDR2                                   ADDR2                                   â”‚
│CITY                  AREA              CITY     VANCOUVER    AREA              â”‚
│PROV                  PS CD             PROV     B.C.         PS CD V6T 1F4     â”‚
│PH#                                     PH#      291-4555                       â”‚
│FAX#                                    FAX#                                    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│OPER      BARJO    SHIP PICK UP         CASH TOTAL     32.59- SUB-TOT     28.59-│
│LEV R PST Y GST Y  SHIPPING INFO Y      AMT PAID(0)      .00  P.S.T.       2.00-│
│PST CODE           SHIPDOC PRT'D N      AMT OWING      32.59- G.S.T.       2.00-│
│CONT               INVOICE PRT'D N      DEP REQ'D        .00  DLVRY         .00 â”‚
│PO#                COMPLETE      N      COD METHOD            TOTAL       32.59-│
│────────────────────────────────────────────────────────────────────────────────│
│** SELECT MAIN OPTION (F12 FOR OPTIONS); CR TO EXIT SALE: ______                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

FIELDS

 

The fields listed below are applicable for this type of order. See 31595 - HEADER ENTRY, FIELD DEFINITIONS for more detailed information regarding these fields.

 

SMAN              displays current salesman.

ORDER#            displays generated order number.

DOCUM             displays CASH REFUND.

TYPE              displays CURRENT if active, HISTORY if updated.

ORDERED DATE      defaults to current date, can be edited.

TO-SHIP DATE      defaults to current date, can be edited.    

TO-SHIP TIME      defaults to null, can be edited.

SHIPPED DATE      defaults to 00000000, can be edited.

ORIG ORD#         requires entry, defaults to 01CNONE__.

SLP DATE          requires entry, defaults to current date.

PAYMT             requires entry, defaults to CASH.

TILL SLIP NUMBER  optional entry.

REF METHOD        requires entry, defaults to CASH.

REF REASON        requires entry.

BILL-TO           defaults CASHSALE.

SORT              defaults to CASHSALE, but generated if SHIP-TO name is entered.

SHIP-TO           requires entry.

CONTRACT          optional entry.

SHIP-TO NAME      requires entry.

SHIP-TO ADDR1     optional entry.

SHIP-TO ADDR2     optional entry.

SHIP-TO CITY      optional entry.

SHIP-TO AREA      optional entry.

SHIP-TO PROV      optional entry.

SHIP-TO PS CD     optional entry.

SHIP-TO PH#       optional entry.

SHIP-TO FAX#      optional entry.

OPER              displays current operator.

LEV               defaults to pricing level, can be edited.

PST               defaults to Y, can be edited.

GST               defaults to Y, can be edited.

PST CODE          defaults to null if PST=Y, can be edited if PST=N.

CONT              displays contact name, can be edited.

PO#               optional entry.

SHIP              displays default shipping method.

SHIPPING INFO     requires entry if delivery.

SHIPDOC PRT'D     displays Y/N.

INVOICE PRT'D     displays Y/N.

COMPLETE          displays Y/N.

CASH TOTAL        calculated.

AMT PAID          displays amount.

AMT OWING         calculated.

DEP REQ'D         optional entry.

COD METHOD        optional entry if delivery.

SUB-TOT           calculated.

P.S.T.            calculated.

G.S.T.            calculated.

DLVRY             displays amount.

TOTAL             calculated.