Refund/Credit Memo Received on Billed CA

1. Has the client paid the invoice? If so, the refund rightfully belongs to the client. If you are going to refund the client, enter a RDP in AR Manager on the client-matter for which the CA was charged. In AP Manager, write a check to the client, using a distribution of RDS.

OR

2. If the client has paid the invoice in full, and you are not going to issue a refund/credit, you may enter the funds as a RDP in AR Manager and hold it to be applied against future invoices as a RAP. If the client wants to receive a refund, in AP Manager, write a check to the client, using a distribution of RDS. In the case of a Credit Memo, enter a CR in AR Manager to be applied against a future invoice.

OR

3. If a credit memo is received and the client has paid the bill in full, if the client wants a refund instead of the credit against future invoices, you will need to reverse the payment that included the CA. Enter a WO or CR in AR Manager and detail apply it against the CA. Reapply and post the payment.  The balance of the partially applied payment will create a RDP in AR Manager. In AP Manager, write a check refunding the client using a distribution of RDS.

OR

4. If the invoice remains as open AR (has not been paid by the client), enter the refund/credit payment if an actual refund check was received or credit if a credit memo was received (payment if actual refund check received; CR if credit memo received) in AR Manager and do a “detailed apply” and apply it against the open CA. Notify the client of the reduced amount.

SN: Keep in mind that once the credit appears on an invoice, it must be applied and posted before you will be allowed to produce billing for subsequent months.  If you have nothing to which to apply it, or you have applied only a portion of the CR, you may post it as “partially applied” and the system will adjust the amount of the CR to the amount applied and posted, and it will create another CR for the same balance.  If none of the CR has been applied and posted, the system will create another CR for the same amount as the original credit.