Using Accounts Payable

Understanding AR VouchersRelated Refund VouchersIn the Cash Receipts module, an account holder may use several different paymethods on one or more cash receipts. If any of those payments are to berefunded, Colleague creates an individual refund voucher for each payment(or portion thereof) 3 .Note: Colleague creates refund vouchers based on the refundhierarchy defined by your institution. See the Using AccountsReceivable & Cash Receipts manual for information about howColleague creates refund vouchers.For example, student John Wilson makes the following payments toward his$2,000 tuition:VISAe-commerce credit card payment$1,000.00AMEXnon-e-commerce credit card payment$300.00personal check$700.00A few days later, he decides to drop the semester. According to theinstitution’s refund policies, John Wilson is owed 100% of his tuition fee. Inthe Accounts Receivable module, the refund process creates three relatedrefund vouchers (one voucher for each payment):V0012349credit card refund (VISA)$1,000.00V0012350credit card refund (AMEX)$300.00V0012348check refund$700.00The three refund vouchers are related.Note: This scenario assumes that online voucher approvals are notrequired by the institution.See the Using Approvals in Colleague Finance manual for moreinformation.In the Accounts Payable module, related refund vouchers are treated asindividual vouchers that are part of a group. Each voucher maintains its ownID, status, status date, etc. However, you must process all related vouchersthat are part of the same refund in the same manner. If you pay one refundvoucher that is part of a group of related refund vouchers, you must pay all of2. However, credit card refund vouchers can be changed to check vouchers. See theUsing E-Commerce manual for information.3. Colleague may combine all refunds that will be paid by a check for a singleaccount holder onto a single refund voucher.Using Accounts Payable, June 19, 2009 325© 2009 Datatel, Inc.