Completing a Multi-Payment Refund

Use the following methods to create a refund if the amount of the refund is greater than any one payment.

Current Owner

To issue a manual check to the homeowner:

Add a charge to the homeowner’s account in the amount of the refund to be issued. Use the main assessment type for the charge (e.g., Assessment Fee, Homeowner Assessment, Member Assessment). See Adding a Charge for instructions.
Review and post the batch with same date as charge.
Select Banking > Write A Check. If you are using universal navigation, click Accounting > Banking > Write A Check.
Select the bank to use in the Pay From field.
Set check Date to same date as the charge added in step 1.
Set Pay By to Check.
Search for the homeowner in the Pay To field. Enter the homeowner’s name and address that is designated as the mailing address on the homeowner’s account unless other instructions are provided by the client.
Enter the check amount in the Amount field.
Enter the Check Memo description to appear on printed check (ex: “Refund overpayment on account 1234”).
If needed, attach any supporting documentation in the Attachments section.
In the Expense Line Items for this Check section, enter the GL Account linked to the main assessment type to which the charge was applied and enter refund total to debit the account.
Click Post.

When a resale is completed and a credit is due to the previous owner but has been applied to current owner, follow these steps:

Select Homeowners > Homeowners. If you are using universal navigation, click Residents > Residents > Resident List.
Select the new association from the dropdown.
Click the Beginning Balances tab. This screen shows all homeowners by default.
Search for the homeowner and click Refresh.
On the Beginning Balance screen, post a Beginning Balance credit (negative amount) equal to the refund amount due to the previous owner. Use the primary assessment type for the association (e.g., Assessment Fee, Homeowner Assessment, etc.).

NOTE: Beginning balance credits act as payments and can be used to generate refunds. See Setting Up Beginning Homeowner Balance (screen entry method).
Post a Beginning Balance charge (debit) for the same amount to the current owner. This should be done to the same assessment type, so AR and income accounts are not impacted.
Issue a refund to the previous owner using the steps in Processing Homeowner Refund Checks.