Setup Example – Supplier Refunds
- Use Supplier Refunds to record money received from a supplier, for example, if the account was overpaid or a debit note was issued after the payment was made.
- The bank account is debited and the supplier’s account is credited.
- A Supplier Refund can be copied from a Supplier Payment.
💡This page provides an example of a Transaction Type setup for Supplier Refunds.
In this example, Supplier Refunds are posted to the ledger (Dr Bank, Cr Supplier).
Header
- Description: Supplier Refunds
- Code: SUP REF
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise Supplier Refunds.
- Settings with Default as part of the name can be changed when capturing a transaction.
| Setting | Description | Value | When Required |
|---|---|---|---|
| Accounting > Credit Type | Select from a dropdown list of account types. The options are:
| Supplier | Always |
| Accounting > Debit Account Filter (Enter string contained in Accounts > Lookup) | Limits the accounts that can be selected to debit to those that include the letters you enter. The filter is case-insensitive. | Bank | If you want to limit the accounts that can be selected. Requires all your bank accounts to include the word Bank in the lookup field. |
| Accounting > Debit Type | Select from a dropdown list of account types. The options are:
| Ledger | Always |
| Accounting > Default – Debit Account | Select a default account from the dropdown list. | Bank – FNB 22886552214 | If you generally receive refunds into a specific bank account. |
| Accounting > Enable Accounting | A checkbox. If checked, accounting is enabled. If unchecked, transactions are created in the module and not posted to the ledger. | Check the box. | Always |
| Accounting > Pricing | Select a pricing option from the dropdown list:
| Accounting | Always |
| Accounting > Update Bank | Specifies how to treat entries imported from a bank statement:
| Debit | If you import bank statements using a Bank Import. |
| Defaults > Default – Data Filter | The default filter when you view a list of transactions for the Transaction Type. The options are:
| Select an option from the dropdown list. | The default filter is:
|
| General > Enable Company | Select what type of company should be in the header:
| Suppliers (All) | Always |
| General > Enable Entities | Select an option from the dropdown list:
| Branch | If you want to allocate Supplier Refunds to a branch. |
| General > Reference Lookup | Enter Reference lookup lists. | Click the Value column and enter the lookup entries, one per line:
Check the Auto Height box to show the full lookup list. | If you want staff to select how the refund was received instead of entering it. |
| Transaction Items > Enable Adding Items | Specify which type of items can be added to a transaction. The options are:
All the buttons to add items still appear. A disabled feature shows an error message when clicked. | Custom | Always |
Statuses (tab)
- You may create an unlimited number of statuses.
- However, there are only four Status Groups:
- Pending
- Active
- Complete
- Cancelled
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Use categories to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another Transaction Type. The existing categories are replaced by the copied categories.
This example has no categories. If you want to sort your Supplier Refunds (e.g. by reason, such as overpayment or a debit note issued after payment), create your own categories. Supplier Refunds are created by copying Supplier Payments, and the category is copied with them. You can change the category on a copied transaction, but it is easy to forget, so it is best to use the same categories as the Transaction Type they are copied from. See Transaction Categories Tutorials.
Copy Rules (tab)
- Copy Rules determine when transactions may be copied.
- Although the copy involves two transactions, you only need to create one Copy Rule.
- User access must be set for each Copy Rule.
- You can automate copying transactions by selecting a Trigger status.
No Copy Rules.
Output Templates (tab)
- Output Templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included. They automatically show your company name, logo and bank details, as filled in on the Output tab of a registered entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
No default templates. If you want to print or email these transactions, you can create your own templates (see Output Template Tutorials) or contact QuickEasy Support to create templates for you.