Chargeback Redistribute

Exit

Click this button to close the Chargeback Redistribute window.

OK

Click this button to accept the chargeback redistribution.

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).

Cancel

Click this button to cancel the chargeback redistribution.

Notes

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

Remark

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

Attachments

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

Select

Click this button to display Select a New Batch, which allows you to select a previously created batch.

Open

Click this button to display Open a New Batch, which allows you to create a new batch.

Close

Click this button to display Close A Batch, which allows you to close a batch.

Edit

Click this button to display Edit A Batch, which allows you to edit an existing batch.

Post

Click this button to display Accounts Receivable Post, which allows you to post payments for the selected batch.

Billing Customer Code

Enter the customer code of the billing customer for the master chargeback you want to redistribute, or click the Lookup button to select the customer code.

Name

Enter the customer name of the billing customer for the master chargeback you want to redistribute, or click the Lookup button to select the customer name.

Batch #

This field displays your current accounts receivable batch. You can use the Select, Open, Edit, and Close buttons in the ribbon to work with batches.

Chargeback Reference #

Enter a chargeback to redistribute, or click the Lookup button to select a chargeback. You can only select a chargeback for the selected billing customer.

Note You cannot redistribute a chargeback that was created by redistribution.

A/R Account

This field displays the accounts receivable general ledger account associated with the chargeback.

Period

Click the Lookup buttons to select the period and year for the transaction. These fields default to the default accounts receivable general ledger period.

Original VAT-Inclusive Amt

This field displays the original amount of the chargeback before redistribution, including any VAT.

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

Original VAT Amt

This field displays the original VAT amount for the chargeback.

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

Currency

The field displays the currency of the payment from which the chargeback originated.

VAT-Inclusive Amt Remaining

This field displays the amount of the chargeback remaining to be redistributed, including any VAT.

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

VAT Amt Remaining

This field displays the amount of VAT for the chargeback remaining to be distributed.

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

VAT Entry

This check box is selected if VAT is assessed for the original chargeback.

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

Chargebacks

This grid displays details for all entered chargebacks. To update a chargeback, double-click it, or select it, and then click Update. The Reference# column displays the internally-generated reference number, which is always prefixed with a CB (for chargeback).

Cust Ref#

Enter the customer’s internal reference number for the chargeback.

Note For large mass merchant customers, this reference number is important for the resolution of chargebacks. This is often the same reference number that is used to return products for credit. This reference number is used in Chargeback Automatic Apply to resolve chargebacks and credit memos.

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 in Customer Payment Rule Maintenance 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. This number can be helpful for chargeback resolution.

Cust RA#

Enter the customer’s return authorization number if it is available. This number can be helpful for chargeback resolution.

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 associated with the chargeback, or click the drop-down arrow to select the date. This defaults to the reference date for the chargeback being distributed. This date is used for accounts receivable aging when aging by reference 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 billing customer code of the master chargeback.

Note Sometimes chargebacks need to be transferred to another billing customer, so this field can be overridden with another billing customer. You can only select a billing customer with the same paying customer code.

Store ID

Enter the store number or ID. This is typically used for mass merchant accounts with retail store identification numbers to help in the resolution of the chargeback. The store ID is retained when you enter chargebacks.

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.

This reason code is used for selection and sorting in Chargeback Task Management, Chargeback Management Aging Analysis, and the Business Intelligence module.

This field defaults to the reason code for the chargeback being redistributed.

If a customer reason code is entered that has an associated reason code, then the associated reason code is always used (even if the Reason check box is selected).

If a customer reason code is not entered and the Reason check box is selected, then the reason code defaults to the reason code from a previous entry. If a customer reason code is not entered and the Reason check box is cleared, then the reason code defaults to the reason code set up in Customer Payment Rule Maintenance.

Due Date

Enter the due date associated with the chargeback, or click the drop-down arrow to select the date. This defaults to the due date for the chargeback being distributed. This date is used for accounts receivable aging when aging by due 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 of the customer that is the originator of the chargeback, or click the Lookup button to select the customer code. You can use this field if a billing customer has multiple related customers (e.g., mass merchant retail stores). This can help with resolution.

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.

This status code is used for selection and sorting in Chargeback Task Management, Chargeback Management Aging Analysis, and the Business Intelligence module.

This field defaults to the status code for the chargeback being redistributed.

If a customer reason code is entered that has an associated status code, then the associated status code is always used (even if the Status check box is selected).

If a customer reason code is not entered and the Status check box is selected, then the status code defaults to the status code from a previous entry. If a customer reason code is not entered and the Status check box is cleared, then the status code defaults to the status code set up in Customer Payment Rule Maintenance.

Expiration Date

Enter the customer’s expiration date associated with this chargeback, or click the drop-down arrow to select the date. Some mass merchants disallow the challenge of chargebacks based on the number of days since they were issued. This expiration date is used for selection and sorting in Chargeback Task Management, Chargeback Management Aging Analysis, and the Business Intelligence module.

If a number greater than zero is entered in the Customer Chargeback Default # of Expiration Days field in Customer Payment Rule Maintenance, then the expiration date will initially be calculated by adding that number of days 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. This will only function if 0 is entered in the Customer Chargeback Default # of Expiration Days field in Customer Payment Rule Maintenance.

Note This date field could also be used for internal purposes. For example, if the goal is to resolve all chargebacks within 60 days, then you could set the expiration date to be 60 days from the chargeback date.

Cust P/O #

Enter the customer’s purchase order number if it is available. This number can be helpful for chargeback resolution.

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 for the master chargeback.

Note A general ledger account with a category of A/R Trade is a valid accounts receivable general ledger account.

Amount

Enter the amount being charged back (deducted) by the customer.

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. This will only be overridden if a customer reason code is entered in the Cust Reason Code field, and the entered code has an associated reason code.

Status

Select this check box to retain the current value in the Status Code field for subsequent chargebacks being entered. This will only be overridden if a customer reason code is entered in the Cust Reason Code field, and the entered code has an associated status code.

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. This will only function if 0 is entered in the Customer Chargeback Default # of Expiration Days field in Customer Payment Rule Maintenance.

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.

Note After you click the OK button in the ribbon, you cannot remove a 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.

Note After you click the OK button in the ribbon, you cannot update a 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.