Summary

Overpayments and deposits can result in a credit balance on a customer’s account. In the Licenses and Permits module, you can refund these credit balances through the Refunds process.

Step by Step

1     Create an LP Refunds batch.

• Select the Refunds palette in LP> Refunds. This will expand the Refunds palette and display the steps in the batch process.
• Select New from the Refunds batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Refunds process, you can create a new batch without affecting the open batches.
• Enter a Batch Month and Batch Year. These fields default to the current calendar period and are used for reference only. The transaction date of the refunds is set up in the Generate step and the fiscal period the transactions are posted to is determined by the Journal Entry Date entered when creating the GL Distribution Report (LP> Refunds> GL Distribution).
• Click the Generate icon   to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
  • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• You can delete batches by selecting a batch and pressing DELETE.

2     Generate the LP Refunds.

• Open the Generate Refunds window (LP> Refunds> Generate).
• Select each License Type that should be included in the refunds batch.
  • Click the Select All or Deselect All icon drop-down menus to select or deselect all of the displayed License Types. All License Types are selected by default.
    • These icons can be used to select or deselect the License Statuses and Categories as well.
  • License types are created and maintained on the License Type Maintenance window (LP> Maintenance> License Type).
• Select each License Status that should be included in the refunds batch.
  • License statuses are created and maintained on the License Status Maintenance window (LP> Maintenance> License Status).
• The Category field is used to specify which combination of Business, Pet and Vehicle licenses will be included in the refunds batch.
• Select the Transaction Type that will be used for the refunds batch.
  • CreditCash transactions are the only transactions that can be refunded in LP.
• Click the Age From drop-down menu to select either Transaction Date or Post Date. This will determine which filter date you will age from.
  • The Age From Date will default to today's date.
  • The Minimum Age Days field is used to limit the licenses you would like to include in the batch by age days.
• The New Tran Date will default to the current date, but can be overridden. It is the date that will be associated with the refund adjustment to the customer’s license.
• The Minimum Amount field is used to limit the refunds included in the batch to a minimum amount. Specifying a minimum amount can prevent licenses with only a negligible credit from being included in the batch.
• Check the Allow refunds on licenses with outstanding balances toggle if you would like to generate refunds for licenses that meet the filter criteria but still have outstanding balances as well.
  • If you would prefer to apply credits to outstanding balances, do not check the toggle. You can use the adjustments process to apply credits and deposits to outstanding balances.
• The Licenses field is used to add individual licenses to the refunds batch.
  • Click the Create icon to add a license to the batch. This will launch the License Selection window.
  • Highlight the desired licenses and click the Confirm icon   to add them to the batch.
    • Press SHIFT or CTRL while selecting licenses in order to select multiple licenses for refunds.
  • If individual licenses are added to the refunds batch, all other filter details specified on the Generate window will be disregarded. Only the selected licenses will be added to the batch.
  • Highlight a license and click the Delete icon to remove it from the refunds batch.
• Click the Confirm icon to generate the refunds batch.

3     Edit the LP Refunds.

• Open the Edit Refunds window (LP> Refunds> Edit).
• The Refunds tab will display all of the licenses that will be included in the refunds batch.
• Click the Expand button next to a license to display the refund details.
  • The Amount column can be edited in the event that the actual refunded amount should be less than the generated refund amount. This amount must be greater than zero and cannot be edited to exceed the original generated refund amount.
• Highlight a license and click the Delete icon to remove the license from the refunds batch.
• The Errors tab will display all of the licenses that met the filtering requirements of the Generate step but cannot be included in the refunds batch.
  • The Warning Message column will display the reason that the license cannot be included in the batch. Licenses that meet one of the following criteria cannot be included in a refunds batch:
    • License credit is already in an open Refunds batch.
    • License credit is in an open Adjustments batch.
    • License credit is in an open Renewals batch.
• Click the Save icon if any changes were made during the edit step.

4     Print the Refunds Proof List.

• Open the Proof List window (LP> Refunds> Proof List).
• Select the Report Type you would like to print.
  • The Summary report will display the Invoice Number, Transaction Date, Transaction Type, license holder's Name, Application Number, License Number, transaction Description and transaction Amount. The report will also provide a total amount.
  • The Detail report will display everything included in the Summary report as well as the individual Fee Code, Debit Account and Credit Account for each refund transaction in the batch.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

5     Print the Refunds GL Distribution report.

• Open the GL Distribution window (LP> Refunds> GL Distribution).
• Enter the transaction date you want to appear in the General Ledger for this batch in the Journal Entry date field. This date will determine the fiscal period in which the invoices are recorded.
  • The Fiscal Period and Fiscal Year fields will populate based on the Journal Entry date selected.
• Select the Report Type from the drop-down menu.
  • The Summary report will display the Fund, Account, Description, Debit Amount and Credit Amount for each account in the batch. The report will also provide Fund and Report Totals.
  • The Detail report will display everything included in the Summary report as well as additional debit and credit information for the individual transactions in the refunds batch.
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

6     Commit the Refunds batch.

• Open the Commit Refunds window (LP> Refunds> Commit).
• The Batch Number, Journal Entry Date, Fiscal Period and Fiscal Year fields will populate with the details specified when the batch was created.
• The AP Settings section is used to set up how the Account Payable invoices will be generated.
  • Enter an open AP Batch number or click the field label to select an open AP Invoices batch.
    • If you would like to create a new AP Invoices batch for the refunds, click the Generate icon. This will create a new batch using the next available batch number. The new batch number will populate the AP Batch field.
  • Update the Fiscal Year field with the up and down arrows if desired.
• Click the Confirm icon to commit the refunds batch.
• Once the batch is committed, the refund invoices will be sent to the AP Invoices process.