Refunding credits

If an account has unapplied credits, you can send a full or partial refund to the customer. When you refund credits, Infor Public Sector first reconciles the account in the background, applying the existing credits to any outstanding debits. Only the credits that remain after the account is reconciled are available for refund. These credits are displayed in a tree structure. You can browse through the tree and select the credits that you want to refund.

See Reconciling an account.

Infor Public Sector creates a refund transaction for the amount being refunded, which will also be displayed as a line item on the customer's next bill. Depending on the refund amount and your agency's approval levels, the refund may also require approval. To approve or reject refunds, users with the necessary approval levels can use the Pending Refunds to Review item in My Infor. After the refund is approved, it can be sent to an accounts payable application to handle the actual payment.

Unapplied credits can also be reallocated, manually applied to unpaid charges, transferred to another account, or used to reconcile the account.

See Applying credits, Reallocating credits, Transferring credits and Reconciling an account.

Select Billing > Manage Account.
Load the correct account.
On the Maintenance tab, under Transactions, click Refund Credits.
The Refund Account dialog box is displayed, which steps you through the refund process.
Note: You can also refund credits from the Summary tab by clicking the Refund Credits quick link if that link is displayed, or the Refund Credits link in the Account panel if that panel is displayed.
Verify the information that is displayed on the first screen in the dialog box and click Next.
On the first screen, under Refund Account Information, Infor Public Sector shows the account number, the employee performing the refund, and the refund date. By default the Refunded By and Date fields show the employee ID of the currently logged in user and the current date, but you can change these values if necessary. You can also specify a refund reason code in the Reason field and any comments you want to add.
In the Credits tree, select the check box for each credit that you want to refund.
Select the Refund Partial Amount check box if you only want to issue a partial refund.
Click Next.
If you're issuing a partial refund, specify the amount of each credit that you want to refund in the Specify Refund Amount grid.
You can enter any amount up to the amount shown in the Max Refund Amount column.
Note: The Specify Refund Amount grid only appears if you selected Refund Partial Amount on the previous screen.
Click Next.
In the fields under Send refund to, specify the name and address of the contact who will receive the refund.
You can select an existing contact from your database, or you can specify a new name and address. Note that if you specify a name and address that are not already in your database, Infor Public Sector will not create a new contact record. The information that you specify is used only to process the refund.
Click Next.
Under Refund Account Information, select the option for how the refund will be delivered to the customer.
Infor Public Sector shows one or more options, depending on the information that you entered on the previous screens. For example, if the contact you selected to receive the refund has one or more bank accounts set up for direct debit, you can select one of those bank accounts. If you entered a name and address that are not in your database, the only option is to deliver the refund by mail.
See Signing up for direct debit.
Click Done.