Overview
Use this job aid to distribute profits among patrons based on patron sales or purchased. If you have Patronage set to integrate with Accounts Payable, you will also be able to generate an A/P voucher for each refund check.
To refund patronage:
If you are using a Name/Address miscellaneous field to control the patronage refund, print a Name/Address report to verify that all patrons have the correct entry in this box.
If step 1 applies to you, use the Compress Activity option with Compress Activity set to N to update all patronage activity with current Name/Address miscellaneous field entries.
Review all responses to Patronage Setup Information including Stock Class Information, Patron Refund Information, and System Integration. If you plan on completing a source allocation in addition to the refund, you should consider carefully your entries for Minimum Refund and Minimum Check Amount. Remember that each refund and allocation is treated individually; it is not accumulating minimum refund and check amounts towards a grand total minimum amount for all refunds/allocations combined.
If you've added new voucher types in System Integration, add the voucher types in Accounts Payable, Setup Information, A/P Setup, and Add/Edit Voucher Types.
Update the rates and other parameters for each patronage code/location combination. Print a Patronage Code listing and check for accuracy.
Print one of the following reports from the Activity Reports menu, Patronage Product Activity Summary Report or Projected Refund Summary Report. The Patronage Production Activity Summary report will give you a preview of the patronage refund, summarized by patronage code, but will not update any files. You can adjust the parameters to match the way you are controlling the refund. Projected Refund Summary Report previews the refund, will not update any files, and is summarized by Patron Id. It has the added benefit of printing an Actual Refund value adjusted to $0.00 if the patron's refund is below the minimum refund.
From the Toolbar, click PAT for Patronage.
From the Patronage menu, select Patronage Transactions, and then select Patronage Refunds.
In the Period Beginning Date box, type the ledger date that you want to start accumulating activity for.
In the Period Ending Date box, type the ledger date that you want to stop accumulating activity for.
Click OK.
In the Inventory Beginning and Ending Field Value The Inventory boxes, click Lookup or type * and press Enter, and then select the value to accumulate activity on a line item basis. Each line on a transaction will be examined to be sure its miscellaneous field value falls within the range you define in the boxes. miscellaneous field value is attached to the transaction at the time the transaction occurs. Therefore, if you update an item's inventory miscellaneous field value after a transaction for that item has occurred, that transaction may not be accumulated as desired.
Click OK.
Click OK.
