Refund AR (60.1.2)

1

Need to Create a Refund

The Agency AR Item Processor needs to create a refund to a Customer (e.g., overpayment, item correction, disputed service, credit balance).

The AR module can be used to issue customer refunds when AR items are recorded for the Customer. If the refund is not related to a customer AR item, the customer refund needs to be processed through an AP voucher in 30.3.1 Process Vouchers business subprocess.

2

Create a Maintenance Worksheet

If a receivable is being refunded, the Agency AR Item Processor uses the Maintenance Worksheet to select Item(s) for refund. A Maintenance Worksheet is a workspace for adjusting posted receivables. If needed, the Application for Refund form is attached to the Maintenance Worksheet to provide support for the refund.

Below provides the Worksheet Application Page where a refund is applied.

3

Set Worksheet to Post

The Agency AR Item Processor sets the Maintenance Worksheet to post by selecting Batch Standard on the page. This step is required for the Receivables Update to process the refund transaction and continue the lifecycle.

Below provides the Worksheet Action Page where a refund is set to post be selecting Batch Standard.

4

Run Edit Check

Edit Check process will run at the designated interval. Edit Check process will validate that ChartField values are active, validate Combination Edit rules applicable to the transaction (i.e., does transaction reflect an accurate Budget Entity to State Program correlation), and validate the Accounting Period is open.

5

Resolve Edit Errors

Edit errors must be resolved prior to the transaction proceeding. The Agency AR Item Processor should confirm the validity of the ChartField values and the ChartField String used on the transaction and make necessary updates. Agency AR Item Processor should confirm that date of transaction falls within an open period.

If error persists after making updates, and a SpeedKey is being used, Agency AR Item Processor should consult with Agency COA Maintainer to determine if SpeedKey was established inaccurately.

6

Run Budget Check

Budget Check process will run at the designated interval to increase or decrease the revenue balances. Revenue Budget check is set to systematically pass when revenue Account values are present on a transaction to allow revenue to post.

Once the Budget Check process is complete, customer balances are updated in the AR module.

7

Update Ledger Balances

For the Refund Customer transaction, there are no Commitment Control impacts as they were created in the 60.1.1 Record AR business subprocess through the Reduce AR accounting event.

8

Generate GL Journals

Journal Generator (JGEN) processes posted accounting entry data from the Florida PALM source modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, budget check, and post the journal entries created during the process. Please see 10.2 Enter and Process Journals for more information on source module journal entries.

9

Process Receivable Refund

The Receivable Refund Request process is an automated system process that will run at the designated interval.

A refund is created as a Single Payment Supplier voucher.

The Receivable Refund Request process builds a voucher in Accounts Payable (AP) (30.3.1 Process Vouchers) and generates the refund payment to the customer where the applicable ledgers are impacted.

AR06

Refund Customer

Debit: AR (S)

Credit: Revenue Refund Account (S)

Refund Customer AP Accounting Events will be provided later.

N/A

Debit: AR

Credit: Revenue Refund Account

R1

ARR025

AR Data Report – A report that provides AR data including pending items and items to agencies for analysis purposes.

PeopleSoft

Periodic

Agencies

R2

KKR023

Revenue Report – A report that provides revenue estimates, revenue recognized, and revenue collected by Fund, Budget Entity, Category, and account code by ChartField combinations.

PeopleSoft

Periodic

Agency, DFS

N/A

N/A

02/01/2024

Original Version