This topic describes the process when a customer is to be refunded prepaid goods that he or she did not receive or canceled.
The Refund process starts automatically when a Customer Order is finished with Shortage or Cancellation from the POS. At that time the system calculates delivered goods and prepaid goods. If there is a difference, the system creates a Refund line in the Posted Customer Order to balance out the amounts and change the Refund Status field in the Posted Customer Order to Pending Approval or Pending Payment.
Note: The different statuses depend on whether the Workflow/Approval field is Enabled or not.
To set up Customer Order Refund workflow
This example uses setup from the CRONUS LS XXXXX W1 Demo Data.
- Switch to Demo.
- Go to Workflows.
- Select LS Customer Order-->Customer Order Refund
- Press Export to File
- Save the Workflow as a XML file.
- Switch to your Company
- Go to Workflow.
- Press "Import from File" and select the file exported in step 5.
- Edit the newly added workflow and drill into "Then Response" for the first line.
- Select line two in the Response lines and add "Workflow User Group Code"
- Press OK button and Enable the workflow.
Workflow not enabled
If Workflow for Customer Order Refund is not enabled, the system will mark the Posted Customer Order with Refund Status Pending Payment. The user can then do the financial refund and manually change the status to Refunded or Rejected by pressing the Finish Payment or Reject button.
Workflow enabled
If the Workflow is enabled, and depending on the setup, the system will send an email to the approver asking him or her to approve or reject the refund. If the refund is approved, a second email is sent to the cashier with instructions to finish the refund. He then changes the Refund Status to Refunded by pressing the Finish Payment button.
Note: The system does NOT automatically do the actual refund financial process. That is an internal process in each company.
The Refund Status field can be made Visible in the Posted Customer Order List page and filtered on.
Tip: You can disable a workflow at any time.
See Also