Chargeback Entry

OK

Click this button to close Chargeback Entry, and save the chargebacks.

Cancel

Click this button to close Chargeback Entry without saving entered chargebacks. If you click this button, the Question dialog box appears, and asks you to confirm whether you want to cancel. If you click this button, only chargebacks entered in this session are not saved.

Example You enter five chargebacks, then return to Payment Apply. You click the Enter button in the ribbon and enter another three chargebacks. If you click the Cancel button in the ribbon, only the last three chargebacks are not saved. The original five remain saved.

Import

Click this button to display Chargeback Redistribution Import, which allows you to import chargeback information supplied by a customer (typically, most mass merchants will provide this detail information electronically).

Notes

Click this button to display Notes Entry, which allows you to enter notes for a selected chargeback.

Remarks

Click this button to display Remark Entry, which allows you to enter remarks for a selected chargeback.

Note These remarks will print on a chargeback invoice.

Attachments

Click this button to display Attachment Entry, which allows you to view and enter attachments for a selected chargeback.

Paying Customer Code

This field displays the customer code for the customer making the payment. For more information, see Structure and Concepts.

Customer Name

This field displays the customer name for the customer making the payment. For more information, see Structure and Concepts.

Currency

The field displays the currency of the payment

Payment ID

The field displays the payment ID associated with the chargebacks.

A/R Account

This field displays the accounts receivable general ledger account to which the chargebacks will be recorded.

Open Payment Amount

This field displays the amount of the payment (before chargebacks) that is to be applied.

Total Chargebacks

This field displays the sum of all chargebacks for this payment ID.

Unapplied Balance

This field displays the amount of the payment (including chargebacks) that is to be applied.

Chargebacks

This grid displays information for all entered chargebacks. To update a chargeback, double-click it, or select it, and then click the Update button.

Cust Ref#

Enter the customer’s reference number for the chargeback.

Note This is a very important field because the reference number is typically used to reconcile chargebacks with credit memos for returned products.

Example A customer returns products and the return paperwork indicates a customer reference number of 123. When the credit memo is processed, 123 is entered in the customer reference number field. The customer sends a payment and on the payment is a chargeback with a customer reference number of 123. In Open Item Apply and Resolve (or Chargeback Automatic Apply), the credit memo is applied to the chargeback to resolve these two transactions.

Chargeback Date

Enter the chargeback date assigned by the customer, or click the drop-down arrow to select the date. If the Default Chargeback Date to Payment Date check box is cleared for the customer, group, or division, then this field is blank. Otherwise, it defaults to the payment date.

Note  If you select the C/B Date check box, the most recently entered chargeback date is used as a default for additional chargebacks being entered.

Related Invoice Ref#

Enter the invoice reference number if the chargeback is related to a specific previous invoice, or click the Lookup button to select an invoice number.

Cust RA#

Enter the customer’s return authorization number if it is available.

Cust Reason Code

Enter the customer’s chargeback reason code, or click the Lookup button to select the customer's chargeback reason code. Sometimes, customer’s have their own reason code system, and this helps with chargeback resolution. A customer’s chargeback reason code can be directly linked to a chargeback reason code and a chargeback status code. For more information, see Customer Chargeback Reason Maintenance.

Example 12345 is the code for Return of Defective Products for the XYZ Mass Merchant customer.

Note If you select the Cust Reason check box, the most recently entered customer reason code is used as a default for additional chargebacks being entered.

Reference Date

Enter the reference date, which is used for aging purposes, or click the drop-down arrow to select the date. This defaults to the payment date.

Note  If you select the Ref Date check box, the most recently entered reference date is used as a default for additional chargebacks being entered.

Billing Customer Code

Enter the billing customer code, or click the Lookup button to select the billing customer code. This defaults from the paying customer code, but can be overridden to accommodate a large corporate entity.

Example Wal-Mart Corp (paying customer) has Wal-Mart stores and Sam’s Club (billing customers) as two separate divisions that handle their own chargeback resolution. When creating chargebacks, you want to specify whether they were initiated by Wal-Mart Stores or Sam’s Club so that you can easily differentiate for chargeback reconciliation.

Store ID

Enter the store ID. This is typically used for mass merchant accounts with retail store identification numbers to help in the resolution of the chargeback.

Note If this field is blank and you override the customer code entered in the Customer Code field, then the store ID defaults to the store ID for that customer.

Reason Code

Enter the chargeback reason code that you have set up for this type of chargeback, or click the Lookup button to select the reason code. For more information, see Chargeback Reason Maintenance.

Example Defects is the reason code set up for Return of Defective Products.

Note This field is initially populated by the chargeback default reason code rule for the customer, default group, or division. If the customer’s chargeback reason code has an associated chargeback reason code, this will override the entry in this field. If you select the Reason check box, the most recently entered reason code is used as a default for additional chargebacks being entered.

Due Date

Enter the due date, which is used for aging purposes, or click the drop-down arrow to select the date. This date is calculated by adding the default chargeback due days rule to the reference date.

Note  If you select the Due Date check box, the most recently entered due date is used as a default for additional chargebacks being entered.

Customer Code

Enter the customer code, or click the Lookup button to select the customer code. This defaults from the paying customer code, but can be overridden to accommodate a large corporate entity.

Example Wal-Mart Corp (paying customer) has Wal-Mart stores and Sam’s Club (billing customers) as two separate divisions that handle their own chargeback resolution. The customer code is the retail store (customer) that ordered the product.

Status Code

Enter the chargeback status code that you have set up to track this type of chargeback, or click the Lookup button to select the status code. For more information, see Chargeback Status Maintenance.

Example Research is the status code set up for Chargeback Needs Research.

Note This field is initially populated by the chargeback default status code rule for the customer, default group, or division. If the customer’s chargeback reason code has an associated chargeback status code, this will override the entry in this field.  If you select the Status check box, the most recently entered status code is used as a default for additional chargebacks being entered.

Expiration Date

Enter the chargeback expiration date assigned by the customer, or click the drop-down arrow to select the date. This date is calculated by adding the chargeback default number of expiration days rule to the chargeback date.

Note  If you select the Exp Date check box, the most recently entered expiration date is used as a default for additional chargebacks being entered.

Cust P/O #

Enter the customer’s purchase order number if it is available.

A/R Account

Enter the accounts receivable account for the chargeback, or click the Lookup button to select an account. This defaults to the accounts receivable general ledger account displayed in the A/R Account field at the top of the window. You can override it if you would like to track chargebacks in a different accounts receivable account.

Note If you change this account, it will be retained automatically for subsequent chargebacks being entered in this session.

VAT-Inclusive Amount

Enter the chargeback amount, including any VAT amount.

VAT Entry

Select this check box if VAT is assessed for the chargeback.

Note This check box is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.

VAT Amount

Enter the VAT amount for the chargeback. This field is only available if you select the VAT Entry check box.

VAT Rate

This field displays the current VAT rate for the VAT class entered in the VAT Class Code field. This field is only available if you select the VAT Entry check box.

VAT Class Code

Enter a VAT class for the chargeback, or click the Lookup button to select a VAT class. For information on setting up VAT classes, see VAT Class Maintenance. This field is only available if you select the VAT Entry check box.

Cust Reason

Select this check box to retain the current value in the Cust Reason Code field for subsequent chargebacks being entered.

Reason

Select this check box to retain the current value in the Reason Code field for subsequent chargebacks being entered.

Status

Select this check box to retain the current value in the Status Code field for subsequent chargebacks being entered.

C/B Date

Select this check box to retain the current value in the Chargeback Date field for subsequent chargebacks being entered.

Ref Date

Select this check box to retain the current value in the Reference Date field for subsequent chargebacks being entered.

Due Date

Select this check box to retain the current value in the Due Date field for subsequent chargebacks being entered.

Exp Date

Select this check box to retain the current value in the Expiration Date field for subsequent chargebacks being entered.

Add

Click this button to add the chargeback to the Chargebacks grid.

Note The chargeback is not saved until you click the OK button in the ribbon.

Remove

Click this button to remove the selected chargeback in the Chargebacks grid.

Update

Click this button to update a selected chargeback in the Chargebacks grid. After you update a chargeback, you must click Add to again enter the chargeback in the Chargebacks grid.

Chargeback User Defined 1-10

Enter appropriate information for the chargeback in these user-defined fields. For information on setting up the labels, formats, and validation for these fields, see User Defined Fields Maintenance.