Creating Vendor Records for Customer Refunds and Other One-Time Payments

As you conduct business, you might find it necessary to provide customers refunds for products or services, or to make a one-time payment to a third party. Create refunds and one-time payments as payables in the system using A/P entry. Because A/P entry requires a vendor name and address to which to remit payment to, you need a vendor record to use for the refund or payment, however, each time you create these types of payments, the remit-to information is likely different.

Create a generic vendor record that allows users with the AP.GEN.VDR.INFO.EDIT authorization key to override the remit-to name and address in A/P entry each time you create that payable for the vendor. Using a generic vendor allows you to have a single vendor record for such one-time payments instead of having to create a miscellaneous vendor record each time you need to refund a customer or create a one time payment.

You cannot change an existing vendor record to a generic vendor if any payables have ever been created using the vendor. You also cannot change a generic vendor to a non-generic vendor.

To create a vendor record for customer refunds and other one-time payments:

Create a vendor record with the Pay-To field selected.

Note: If your generic vendors have the Ship-From field in the Vendor Maintenance screen selected, they are available for purchase orders. All of the override functionality described in Printing Customer Refund Checks Or Making One Time Payments is available in the Purchase Order Entry screen.

Use the Add'l Data hot key, then use the Check Info hot key to display the Check Information screen.
In the Vendor Requires Separate Checks (Y/N) field, enter Y to indicate that payables for the vendor should always print on separate checks.
In the Is This a Generic Vendor (Y/N) field, enter Y to indicate that this vendor is used for creating customer refund checks or other one-time payments.
Press Esc to save your changes and return to the Vendor Maintenance screen.
Press Esc to save your changes to the vendor record.