Enhanced interface

Enable customer refunds

Learn how to enable customer refunds in your company.

Before you begin

Before you enable customer refunds, you'll need to do the following to support the new transaction type:

Add a journal to use when recording customer refund transactions, if you do not already have one.
Add a document sequence for Sage Intacct to use when generating refund IDs. You'll need one for each entity and one to use at the top level.

Configure Accounts Receivable to enable customer refunds

To start recording or processing customer refunds, first enable customer refunds in your Accounts Receivable configuration.

Subscription	Accounts Receivable Administration
Regional availability	All regions
User type	Business user with admin privileges
Permissions	Administration Application subscriptions: List, View, Configure Users: List, View, and Edit
Restrictions	Customer refunds are not supported in transactions that use cash basis tax capture.

Ensure you're at the top level.
Go to Accounts Receivable > Setup > Configuration.

Or go to Company > Admin > Subscriptions, select Accounts Receivable, then select Configure.
Do one, or both, of the following:
- To record refunds that you've made outside of Intacct, and match them to existing AR entries, in the Customer refunds section select Record paid refunds.
- To allow users to process refunds within Intacct, select Process refund payments in Accounts Payable.
  Refunds processed in Accounts Payable generate bills that can follow or skip standard bill approval workflows, depending on your Accounts Payable configuration. Then, follow your usual Pay bills workflow to issue the payment.
If you selected Process refund payments in Accounts Payable, select the offset general ledger account in which refund payments are processed.
Select the journal in which refund payments will be recorded, update the summary frequency for customer refunds, and select the document sequence to use when generating refund IDs.
Select Save.
Go to each entity and repeat the configuration setup.
Grant permissions to users.

As needed, grant Customer refunds: List, View, Add, Post, and Void permissions to users.

Learn how to assign role-based and user-based permissions.

Set up customers

You can set up your customers to create an auto-generated vendor, link to an existing vendor, or block refunds for a specific customer.

Create an auto-generated vendor

Go to Accounts Receivable > All > Customers.
Find the customer that you want to edit.
Select Edit at the end of the row.
On the Refunds tab, select Auto-generated vendor.

Go to Accounts Receivable > All > Customers.
Find the customer that you want to edit.
Select Edit at the start of the row.
On the Refunds tab, select Auto-generated vendor.

Vendors automatically created from customer refunds can participate in standard vendor approval workflows. Admins can configure Accounts Payable to skip vendor approvals for vendors created automatically from customer refunds when approval review is not required. Existing vendors linked to customers continue to follow the standard approval workflow.

The next time you view the Refunds tab on the customer record, the Linked vendor box shows the name of the linked vendor.

Link a customer to an existing vendor

Go to Accounts Receivable > All > Customers.
Find the customer that you want to edit.
Select Edit at the end of the row.
On the Refunds tab, in the Linked vendor dropdown list select the vendor that you want to use when processing refunds for that customer.

Go to Accounts Receivable > All > Customers.
Find the customer that you want to edit.
Select Edit at the start of the row.
On the Refunds tab, in the Linked vendor dropdown list select the vendor that you want to use when processing refunds for that customer.

Block refunds for a single customer

You cannot select this option while there are any refunds in progress for that customer.

Go to Accounts Receivable > All > Customers.
Find the customer that you want to block from receiving refunds.
Select Edit at the end of the row.
On the Refunds tab, select Block refunds for this customer.

Go to Accounts Receivable > All > Customers.
Find the customer that you want to block from receiving refunds.
Select Edit at the start of the row.
On the Refunds tab, select Block refunds for this customer.