The Customer Refund Checks screen is used to issue refund checks for customers with refundable credit balances.
What this screen is for
Use Customer Refund Checks when a customer has available credit in PAX and the correct action is to pay that credit back by check.
Do not use this screen to correct ordinary invoice payment mistakes, clear open invoices, or force customer credit to match. Review customer payment and credit history before issuing a refund check.
Screen path
Dashboard > Finance > Banking > Customer Refund Checks
The modal title is Issue Customer Refund Checks.
Refundable customers
The screen lists customers with refundable balances available.
PAX calculates the refundable balance as the lesser of:
- Customer credit balance.
- Total unlinked customer payment balance.
Only customers with a refundable amount greater than the system tolerance appear in the list.
The list shows:
| Column | What it shows |
|---|---|
| Select | Checkbox used to select the customer for a refund check. |
Customer |
Customer code and customer name. |
Refundable Balance |
Amount available to refund. |
Accounting Balance |
Customer credit balance in PAX. |
Check Amount |
Refund amount to issue for the selected customer. |
Check amount selection
When customers load, Check Amount defaults to the refundable balance.
Users can select one or more customers and adjust each selected check amount. PAX requires each selected amount to be greater than zero and not greater than the customer's refundable balance.
Select Issue Checks to issue the selected refund checks.
Needs review
PAX shows Needs review when the customer credit balance and the unlinked customer payment balance differ by more than the allowed tolerance.
Do not issue a refund check for a customer marked Needs review until the difference has been investigated. That warning means the customer credit balance and underlying unlinked credit rows may not agree closely enough.
What happens behind the scenes
Opening the Customer Refund Checks screen does not change records.
When the screen loads, PAX finds customers with unlinked payment credit and compares those rows to the customer credit balance.
When Issue Checks is selected, PAX processes each selected customer separately. For each refund check, PAX:
- Validates that the amount is greater than zero.
- Validates that the amount does not exceed the refundable balance.
- Posts the
return_issue_checkGL transaction. - Uses a refund-check reference beginning with
REFCHK. - Consumes unlinked customer credit rows in first-in, first-out order.
- Splits or updates remaining credit when only part of a credit row is used.
- Updates customer credit balance behavior so refunded credit is no longer available.
After successful processing, the screen refreshes the customer list.
Troubleshooting
No customers are listed
Likely cause: No customers currently have refundable unlinked credit balances.
Safe fix: Review customer payment history and customer credit detail only if you expected a refund balance to appear.
Contact support if: A customer has confirmed unlinked credit but does not appear.
Amount exceeds refundable balance
Likely cause: The entered check amount is greater than the lower of the customer credit balance and unlinked payment balance.
Safe fix: Reduce the check amount to the displayed refundable balance or investigate the customer's credit detail.
Contact support if: The refundable balance shown by PAX appears wrong.
A customer is marked Needs review
Likely cause: Customer credit balance and unlinked payment balance do not match closely enough.
Safe fix: Review the customer credit, unlinked payments, return credits, and payment history before issuing the refund.
Contact support if: The mismatch cannot be explained from customer history.