Refunding an Overpayment

In this topic, you will learn how to refund an overpayment. To perform this process:

* Create refunds using the maintenance worksheet.

* Post the refunds using the Receivable Update process.

* Run the Receivables Refund process to update the Voucher Stage tables.

After you perform these three tasks, AP will run the Voucher Build process in PeopleSoft Payables, and continue with normal voucher processing in PeopleSoft Payables.

Steps:

1. Begin by navigating to the Create Worksheet page.

    

   Click the Main menu.

   Step 1

2. Click the Accounts Receivable menu.

   Step 2

3. Click the Receivables Maintenance menu.

   Step 3

4. Click the Maintenance Worksheet menu.

   Step 4

5. Click the Create Worksheet menu.

   Step 5

6. Click the Add a New Value tab.

   Step 6

7. Click the Add button.

   Step 7

8. To search for an open item within a maintenance worksheet, either enter customer criteria or item information.

    

   In this example, you will enter item information using Reference Criteria.

   Step 8

9. Click the Reference Criteria list.

   Step 9

10. Click the Specific Value list item.

    Step 10

11. Click in the Qual Code field.

    Step 11

12. Enter the desired information into the Qual Code field.

     

    Enter "I".

    Step 12

13. Use the Reference field to select the credit item that needs to be refunded.

     

    Click in the Reference field.

     

    Step 13

14. Enter the desired information into the Reference field.

     

    Enter "OA-8".

    Step 14

15. Click the OA-8 object.

    Step 15

16. Use the scrollbar to view additional information on the page.

    Step 16

17. Click the Build button.

    Step 17

18. Click the Look up Type (Alt+5) button.

    Step 18

19. Click the RC link.

    Step 19

20. Click the Save button.

    Step 20

21. Click the Worksheet Action link.

    Step 21

22. Click the Action list.

    Step 22

23. Click the Batch Standard list item.

    Step 23

24. Click the OK button.

    Step 24

25. Click the Accounts Receivable button.

    Step 25

26. To post the refund to the customer's account and close the credit item, you will need to run a Receivables Update process.

    Step 26

27. Click the Receivables Update menu.

    Step 27

28. Click the Request Receivables Update menu.

    Step 28

29. Click the Add a New Value tab.

    Step 29

30. Click in the Run Control ID field.

    Step 30

31. Enter the desired information into the Run Control ID field.

     

    Enter "ARUPDATE".

    Step 31

32. Click the Add button.

    Step 32

33. Click the Process Frequency list.

    Step 33

34. Click the Always list item.

    Step 34

35. Click the Run button.

    Step 35

36. Click the OK button.

    Step 36

37. Click the Process Monitor link.

    Step 37

38. Click the Refresh button.

    Step 38

39. Continue clicking the Refresh button until the Run Status field shows "Success" and the Distribution Status field shows "Posted".

    Step 39

40. Click the Accounts Receivable button.

    Step 40

41. Next, you will verify that the Credit Item has been closed.

    Step 41

42. Click the Customer Accounts menu.

    Step 42

43. Click the Item Information menu.

    Step 43

44. Click the Item List menu.

    Step 44

45. Click in the SetID field.

    Step 45

46. Enter the desired information into the SetID field.

     

    Enter "USCSP".

    Step 46

47. Click in the Unit field.

    Step 47

48. Enter the desired information into the Unit field.

     

    Enter "USCSP".

    Step 48

49. Click the Look up Customer (Alt+5) button.

    Step 49

50. Click the SPN0000002 object.

    Step 50

51. Click the Status list.

    Step 51

52. Click the Closed list item.

    Step 52

53. Click the Search button.

    Step 53

54. Click the OA-8 link.

    Step 54

55. Click the Item Activity tab.

    Step 55

56. Entry Type "RC" has been created to close the credit item.

    Step 56

57. Click the OK button.

    Step 57

58. Click the Accounts Receivable button.

    Step 58

59. Next, you will post the refund using the Receivable Update process.

    Step 59

60. Click the Receivables Maintenance menu.

    Step 60

61. Click the Refunds menu.

    Step 61

62. Click the Request Refund Item menu.

    Step 62

63. Click the Add a New Value tab.

    Step 63

64. Click in the Run Control ID field.

    Step 64

65. Enter the desired information into the Run Control ID field.

     

    Enter "RQSTREFUND".

    Step 65

66. Click the Add button.

    Step 66

67. Click the Look up Business Unit (Alt+5) button.

    Step 67

68. Click the USCSP link.

    Step 68

69. Click the Load Directly to AP option.

    Step 69

70. Click the Run button.

    Step 70

71. Click the OK button.

    Step 71

72. Click the Process Monitor link.

    Step 72

73. Click the Refresh button.

    Step 73

74. Continue clicking the Refresh button until the Run Status field shows "Success" and the Distribution Status field shows "Posted".

    Step 74

75. To view the Refund Status of the credit item, you will next navigate to Refund Status.

     

    Click the Refunds button.

    Step 75

76. Click the Refund Status menu.

    Step 76

77. Click in the Business Unit field.

    Step 77

78. Enter the desired information into the Business Unit field.

     

    Enter "USC01".

    Step 78

79. Click the Search button.

    Step 79

80. Click the 01001508 link.

    Step 80

81. Pay Status can be checked using the Refund Status page.

    Step 81

Congratulations, you have successfully learned how to refund an overpayment.

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