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Knowledge Center

Form Builder - Refund Table

Purpose Statement

The Refund Table component allows departments to display refund information directly on invoice documents using the Invoicing Form Builder. This feature provides a clear and organized way to review refunds associated with an invoice, including refund dates, types, amounts, approval information, reasons, payment methods, check numbers, notes, and total refunds.

Background Information

The Refund Table is a component within the Invoicing Form Builder that displays detailed information about refunds associated with an invoice.

Departments can add the Refund Table to new or existing invoice forms and position it where the information should appear on the completed document.

The Refund Table is included at the bottom of the default invoice form layout but can be repositioned or added again if it has been removed.

The Refund Table displays the following information:

  • Date: Displays the date associated with the refund.
  • Type: Displays the type of refund transaction.
  • Amount: Displays the amount of the refund.
  • Approved By: Displays the user who approved the refund.
  • Reason: Displays the reason provided for issuing the refund.
  • Method: Displays the method used to issue the refund.
  • Check Number: Displays the check number when applicable.
  • Note: Displays any additional notes associated with the refund.
  • Total Refunds: Displays the total amount of refunds associated with the invoice.

This component helps departments maintain a clear record of refunds and provides invoice recipients with detailed information about refund transactions.

Required Permissions

Users must have the appropriate permissions to access and manage forms within the Invoicing module.

  • Access to the Invoicing Module.
  • Permission to access the Invoicing Form Builder.
  • Permission to create or edit forms within the Form Builder.

Video

Step-by-Step Guide


Step 1: Access the Invoicing Form Builder

  1. Navigate to Invoicing > Form Builder.



     

  2. Select Create Form to create a new form, or select an existing form to edit.

Note: The Refund Table is included at the bottom of the default invoice form layout. Users can reposition the existing component or add it again if it has been removed.

 

Step 2: Add the Refund Table

  1. Within the Form Builder, locate where the Refund Table should appear on the invoice document.
  2. Click the + icon on the left side of the Form Builder to add a component.
  3. Scroll through the available components and select Refund Table.

  4. The Refund Table will be added to the selected location on the form.

The component includes the following columns:

  • Date
  • Type
  • Amount
  • Approved By
  • Reason
  • Method
  • Check Number

  • Note

The table also displays the total amount of refunds associated with the invoice.


Step 3: Adjust the Refund Table

Once the Refund Table has been added, several options are available for managing the component.

  1. Tune: Select Tune to access the available component configuration options.
  2. Convert: Use the available conversion options to change the component type, if needed.
  3. Font Family: Select the font option to change the font used for the table.
  4. Move: Use the movement controls to reposition the Refund Table up or down within the form.
  5. Delete: Double-click the delete option to remove the Refund Table from the form.

Note: The movement controls allow users to reposition the Refund Table without deleting and recreating the component.


Step 4: Save the Form

  1. Review the placement and configuration of the Refund Table.

  2. Click Save to retain the changes.

Step 5: View the Refund Table on an Invoice

  1. Navigate to Invoicing and open an existing invoice containing a refund.
  2. Verify that the appropriate invoice form containing the Refund Table has been selected.
  3. Select Print and Send to generate and review the invoice document.
  4. Locate the Refund Table on the completed invoice.
  5. Review the displayed refund information, including:
    • Date
    • Type
    • Amount
    • Approved By
    • Reason
    • Method
    • Check Number
    • Note

  6. Review the Total Refunds amount displayed in the table.

The Refund Table displays the refund transactions associated with the invoice, providing a breakdown of individual refunds and the total amount refunded.

Best Practices

  • Position the Table Appropriately: Place the Refund Table where invoice recipients can easily locate and review refund information.
  • Maintain Consistent Form Layouts: Use consistent placement and formatting of the Refund Table across invoice forms.
  • Verify Refund Information: Confirm that refund amounts, types, and methods have been recorded correctly before generating the invoice document.
  • Review Approval Information: Verify that the appropriate approving user is associated with each refund.
  • Include Clear Reasons: Provide descriptive reasons for refunds to help explain why the refund was issued.
  • Include Relevant Notes: Use refund notes when additional information is needed to explain a particular transaction.
  • Review Total Refunds: Confirm that the total refund amount accurately reflects the refunds associated with the invoice.
  • Review the Completed Invoice: Generate a sample invoice to verify that all refund information displays correctly.
  • Save Changes: Always save the form after adding, moving, or modifying the Refund Table.

Troubleshooting & FAQs

Q: Why is the Refund Table not appearing on my invoice document?

A: Verify that the Refund Table has been added to the correct form within the Invoicing Form Builder. Confirm that the form was saved and that the appropriate form was selected when generating the invoice.

Q: Why is no refund information displaying in the Refund Table?

A: Confirm that a refund has been recorded against the invoice. The Refund Table displays information from refunds associated with the invoice.

Q: Is the Refund Table included in the default invoice form?

A: Yes. The Refund Table is included at the bottom of the default invoice form layout. It can be repositioned or added again if it has been removed.

Q: Can I add the Refund Table to an existing invoice form?

A: Yes. Open the existing form within the Invoicing Form Builder, add the Refund Table in the desired location, and save the changes.

Q: Can I change the location of the Refund Table after adding it?

A: Yes. Use the movement controls within the Form Builder to move the component up or down without deleting and recreating it.

Q: Can I change the font used in the Refund Table?

A: Yes. Select the Font Family option associated with the component and choose the desired font.

Q: What information is displayed in the Refund Table?

A: The Refund Table displays Date, Type, Amount, Approved By, Reason, Method, Check Number, and Note information, along with the total amount of refunds associated with the invoice.

Q: Will multiple refunds appear in the Refund Table?

A: Yes. When multiple refunds have been recorded against an invoice, the Refund Table displays the available information for those transactions and the total refund amount.

Q: Will the reason and notes associated with a refund appear on the invoice document?

A: Yes. When a reason or note has been recorded for a refund, that information can appear in the corresponding columns of the Refund Table.

Q: What is the difference between the Refund Table and Total Table "Invoice Value"?

A: The Refund Table provides detailed information about individual refund transactions, including approval information, reasons, methods, and notes. The Total Table "Invoice Value" provides a financial summary of the invoice, including invoice total, discounts, payments applied, refunds, and remaining balance.

Q: Can I remove the Refund Table from a form?

A: Yes. Select the component and double-click the delete option to remove it. Save the form to retain the changes.