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Creating a Refund

The New option under the Refunds menu is used in creating and posting refunds. Selecting New will open a blank form that can be used to enter the information for a new refund.

The cursor will automatically be placed in the Refund Number field. The Tab key or the mouse may be used to navigate from one field to the next. The following fields are available for entering refund information prior to adding refund line items:

  • Refund Number - stores the number assigned to each refund transaction. Refund numbers must be numeric and may contain up to six digits. The refund number will be automatically assigned to the next available number on file unless you override the auto assign by entering a desired refund number.
  • Refund Date - stores the desired refund date. The date automatically defaults to the current system date. If a different date is desired, it can be entered in this field by typing the desired date or by click-ing on the calendar and selecting the desired date from the calendar.
  • Create Check - select "No" if you do not want a refund check created; select "Yes" if you do want a refund check created.
  • Check Number - stores the warrant check number if the refund requires a check. Check numbers must be numeric and may contain up to six digits. The check number will be automatically assigned to the next available number on file unless you override the auto assign by entering a desired check number.
  • Check Date - stores the desired date to be used on the associated warrant check. The date automatically defaults to the current system date. If a different date is desired, it can be entered in this field by typing the desired date or by clicking on the calendar and selecting the desired date from the calendar.

    Currently, USASWEB cannot print refund checks. After posting your refund w/check transac-tion, use CHKSEQ - option 2 - in USAS to generate a check print file.

  • Vendor Number - stores the number of the vendor the refund was processed to if a warrant check was issued. If the vendor number is known it may be entered directly into the vendor number field. If the vendor number is not known, the vendor can be searched for by name by clicking on the   icon. This will bring up a vendor query page where the vendor name can be entered. The entire name of the vendor can be entered or just a portion. If only a portion of the name is entered, the program will bring up a listing of all vendors matching the criteria entered from which the correct vendor can be selected. The vendor number field will be automatically filled and the "refunded to" field will be automatically filled in with the vendor name. If a new vendor needs to be created or an exisitng one needs modified, it can be done by clicking on the  icon. This will bring up a pop-up window with either a blank vendor window to insert the new vendor data or the vendor that was typed in and needs to be modified. Once the changes are accepted the vendor will automatically be updated and inserted into the vendor number field.

    The pencil icon will only appear if you have the privileges to add or modify vendors.

  • Refunded To - stores the details of who the transaction was refunded to for the Auditor Form. If a refund check is issued, the "refunded to" field will be automatically filled in with the name of the vendor entered in the "vendor" field.
  • Description - stores a general description of the refund for the Auditor Form. Click on the  icon opens the item detail section of the refund form. The following fields are available for entering information in the detail portion of the refund:

    Click on "New" under the Refund menu.
    Skip Refund # (system will automatically assign next number available)
    Enter Refund Date: 07/01/20XX
    Select "Y" for "Create Check" option
    Skip Check # (system will automatically assign next number available)
    Enter Check Date: 07/01/20XX
    Enter Vendor #: 1100
    Enter Description: Refund of Spanish Club Fees


Selecting the  icon opens the item detail section of the refund. The following fields are available for entering information in the detail portion of the refund:

  • Amount - enter the dollar amount to be refunded for the item. Enter the dollars, decimal point, and cents only. Do not enter the dollar sign or any commas in the amount field.
  • Description - enter a description for the item being refunded.
  • XREF - if your district utilizes XREF (Cross Reference) codes for the account codes, the XREF code associated with the account code to be debited may be entered. If XREF codes are not used or one has not been established for the account code to be debited, this field will be left blank and the account code dimension fields should be used instead.
  • Account Code - enter the account code to be debited for the dollar amount being refunded. The account code entered must be a valid revenue account on the account file. If the revenue account code is known, it can be manually entered. The  icon can be used to search for the account code if the entire account code is not known. The portions of the account that are known may be entered into the corresponding dimensions. Next click on the  . A revenue account query screen will be brought up displaying all revenue accounts matching the criteria entered. From this query, the correct account code may be selected by clicking on the  located in the Select column next to the account. You will be taken back to the refund form and the account code will be automatically filled in. If a new account needs to be created it can be done by clicking on the  icon. This will bring up a pop-up window with a blank account window to insert the new account. Once the changes are accepted the account will automatically be updated and inserted into the account field.

    The pencil icon will only appear if you have the privileges to add accounts.

Once the account code has been entered, the  may be used to verify the description, status and remaining balance of the account. Clicking on the  icon may be used to clear any data that is currently being displayed in the account code fields. When creating a refund with multiple line items, the account codes will automatically default to the account code entered for the previous item. If the current item's account is different than the previous item, clicking on the  will clear the previous account code allowing you to enter or search for the account code to be debited for the current item.

The  icon will cancel the current item.

Once all of the information has been entered for the current item, the  icon or the  icon may be clicked on to post the item and proceed.

  •  - Posts the current item.
  •  - Posts the current item and at the same time opens a new blank item to begin adding the next line item.

    Enter the following for Item #1:

    • Amount: 30.00
    • Description: Spanish Club
    • Account: 200 1632 9002 000000 000

Once an item has been posted, it may be modified by clicking on the  icon next to the item number. Clicking on the  will open the item details allowing you to make modifications to any of the fields. Once the modifications have been entered, click on the  to post the changes. Clicking on the  will cancel the modifications and leave the item posted as is. Once an item has been posted, it may be deleted by clicking on the  icon next to the item number. A  pop-up box will appear in your browser ensuring that the item is to be deleted. Clicking on Yes will delete the item. Selecting Cancel will cause the item to not be deleted.

Once an item has been posted, the  icon can be used to copy the item to a new item. Clicking on the  icon will create a new item identical to the item copied. Any modifications that may need to be made to the new item may be done so prior to posting the item. If you need to insert an item between two existing items, you may click on the  to the right of the. For example, if you need to insert an item between items 1 and 2, click on  the on item 1 and it will insert a blank item between items 1 and 2.

New Refund Functions

The New Refund Function options are displayed at the top and the bottom of the screen for easier access.

  • Validate - The Validate function will validate all of the information that has been entered for the refund. If the validation is successful, meaning no errors or warnings are encountered, the message "Validation Successful" will be displayed at the top of the browser window. Likewise, if any warnings or errors are encountered during the validation, the associated messages will be displayed.
  • Post - The Post function will validate and post the refund. Any warnings or errors encountered will be displayed at the top of your browser window. The message, "Refund Posted Successfully" will be dis-played at the top of your browser if no errors were encountered. If fatal errors are encountered, the refund will not be posted. Modifications will need to be made to correct the errors before the refund can be posted.
  • Cancel - The Cancel function will erase any entries made to the refund currently displayed on the screen. A pop-up box will appear in your browser ensuring that the refund is to be cancelled. Clicking on "Yes" will cancel the refund. Selecting Cancel will cause the refund to not be deleted.
  • Save Draft - The Save Draft function allows you to save any information that has been entered for the current refund to your computer without posting it to the USAS system. For security purposes, the USASWeb system will automatically log out any session that has sat dormant for thirty minutes. If a refund has been started and for one reason or another you become unable to finish it, the Save Draft function should be used to save a copy of it. The saved copy can then be loaded back into USASWeb, completed and posted to the system. When using the Save Draft function, you will be presented with a pop-up box asking if you would like to "Open with" or "Save to Disk".

    Select Validate and/or Post to post the refund.

Printing Refunds

The print option can be configured differently by your ITC and may not work as described be-low. Please contact your ITC for more information if your print does not work as shown below.

The Print function may be used to print a single Auditor Form for a posted refund. The print option is available immediately after posting a new refund, posting modifications to a refund, or when selecting a refund from a query. Print is available from the "Refund Details"menu.
Click on the printer icon (or print option under the File menu) provided on your browser and print off a hard copy of your refund.

If the refund check is involved, you will need to use CHKSEQ - Option 2 - in USAS to generate a check print file.

Printing Multiple Refunds
USASWEB has the ability to print multiple refunds at once. First, you need to query the range of refunds that need to be printed by using the Query option, Please refer to the Refund Query section for fur-ther details on how to query refunds. Once you query the refunds, click in the checkbox at the top of the list to select all the refunds listed, or you can click in individual checkboxes if you need to select specific refunds to print. After selecting the refunds you wish to print, click on the "Print batch" button at the top of the screen. This will cause all the refunds selected to come up in a print window. Click your printer icon or choose file/print to print to your printer. In order to print the refund checks, you will need to use CHKSEQ - option 2, enter the range of check numbers to print, to generate a check form file.

USASWEB printed refunds are in PDF format so you must have ADOBE Acrobat Reader installed on your local computer to be able to print refunds.

Query Refunds

The "Query" option under the Refunds menu allows you to search for refunds that have been posted to the USAS system. It is necessary to first query a refund in order to do any of the following:

  • View the details of a previously posted refund
  • Make modifications to a previously posted refund
  • Clone a previously posted refund
  • Print a previously posted refund

    To search for an existing refund, select the "Query" option. The following query options are available:
  • Starting/Ending Refund # - enter beginning and/or ending refund number to select a range of refunds.
  • Starting/Ending TransactionDate - enter beginning and/or ending transaction dates (date entered in "Refund Date" field when creating a refund) to select a range of refunds by date.
  • Starting/Ending Posted Date - enter beginning and/or ending posted date (date the refund was recorded on the system) to select a range by posted date
  • Posted By Username- enter the username of the person who posted the refunds.
  • Vendor #: enter the vendor number to select refunds by vendor. You can also search by vendor name by clicking on the .
  • Maximum Refunds Displayed - you have the option of displaying up to 250 refunds per query. The default number returned is 50.

    Any of the column headings may be clicked on to change the order in which the refunds are currently being displayed. By default, the refunds will be displayed by refund number. Simply click on the column heading that you wish to have the refund sorted by. For example, to display by "Date", click on that column heading. The current listing of refunds will then be sorted by refund date.

    Select Query under the Refunds menu
    Enter a receipt range of #11-15
    Click on Search

    Once the refunds have been queried, it will display the total dollar amount of refunds queried and dis-play it in the "refund query total". For example, if a specific user would like to see the total dollar amount of refunds they entered today, they can enter today's date in the "starting and ending posted date" fields and their username in the "posted by username" field and click on find. The total amount of refunds they posted that day will display in the "refund query total" amount. Along with the total amount, it will also display the refunds queried with other summary type information as shown below:
  • Number - displays the transaction number used in creating and posting the refund to the USAS system. All refunds found from the query will be displayed chronologically by transaction number. Click on the refund number to view all of the details of the refund, as well as to modify, clone or print the refund.
  • Date - displays the date entered in the "Refund Date" field when creating the refund.
  • Total - displays the total dollar amount for all items posted to the refund.
  • Check No - displays the refund check number associated with the transaction if the refund required a check.
  • Vendor # - displays the vendor number of the vendor on the refund check, if one was issued.
  • Vendor Name - displays the vendor name of the vendor on the refund check, if one was issued.
  • Description - displays the general description entered into the "Description" field for the Auditor Form.
  • Posted by User - displays the username of the person that posted the refund
  • Posted Date - displays the date the refund was posted on the system.
  • Void - shows if the check associated with the refund is voided. If the check was voided you will see a "void" in the status field.

    Any of the column headings may be clicked on to change the order in which the refunds are currently being displayed. By default, the refunds will be displayed by refund number. Simply click on the column heading that you wish to have the refunds sorted by. For example, to display by "Date", click on that column heading. The current listing of refunds will then be sorted by the date entered when posting the refunds.

Save/Load Draft

Save Draft - The Save Draft function allows you to save any information that has been entered for the current refund to your computer without posting it to the USAS system. For security purposes, the USASWeb system will automatically log out any session that has sat dormat for thirty minutes. If a refund has been started and for one reason or another you are unable to finish it, the Save Draft function should be used to save a copy of it. The saved copy can then be loaded back into USASWeb, completed and posted to the system.

Save a Draft Exercise:
Click on "New" under the Refund menu.
Skip Receipt #: (allow Auto Assign to assign next available number)
Enter Receipt Date: *07/01/20XX*
Enter Refunded to: *Sue Smith*
Enter Description: *Refund Class Fees*
Select  to enter line item #1:

  • Amount: 18.00
  • Description: Class Fees - HS Refund
  • Account Code: 001 1740 0000 000000 002

Select  to enter line item #2:

  • Amount: 25.00
  • Description: Class Fees - Elem Refund
  • Account Code: 001 1740 0000 000000 001

Select Save Draft

After you click on Save Draft function, you may be presented with a pop-up box similar to the above asking if you would like to "Open", "Save", or "Cancel". Please note that all browsers are set up differently when downloading files to your PC. If you receive a box similar to the above, you should se-lect "Save". This will save (download) a copy or draft of the refund to your hard drive. After clicking on Save a pop-up box similar to the following will be displayed:

Click on "Save to Disk" or "Save" (depending on what type of browser you are using)


A file name should be specified as well as the location where the copy of the refund should be stored on your computer. The refund may be saved to the desktop or in the "My Documents" folder or a folder of your choice.

If you are prompted for a file name, enter a filename of your choice and click on SAVE.

LOAD DRAFT
Once a copy of the refund has been saved to the computer, the Load Draft option available from the main refund menu must be used to load it back into USASWeb to be completed and posted to the system.
The Load Draft option can be very useful for creating new refunds from a template saved on your hard drive or finishing a refund that had been started at an earlier time but due to time constraints, could not be completed. The Load Draft option is used in conjuction with the Save Draft function that is available when creating a new refund or modifying an existing one. For security purposes, the USASWeb system will automatically log out any session that has sat dormat for thirty minutes.
To load a copy of a refund draft that has previously been saved to your computer, select "Load Draft" from the main receipt menu.

If the location where the draft is saved on the computer and the file name is known, it can be manually entered. Otherwise, click the Browse button to locate the saved refund on your computer.

Click on "Load Draft" under the Refund menu
Click on Browse


The location of the draft refund on your computer depends on where it was downloaded to when us-ing the Save Draft function to save a copy of it to your hard drive. Most web browsers will default to either the Desktop or the My Documents folder. Once you have located the refund, select it and click on Open.

Click on your saved draft on your hard drive and click on OPEN.

The location and file name of the refund will automatically be pulled into the USASWeb Load Draft form as shown below:

Next, select "Load Refund as Template" or "Load Refund as Draft". The difference is as follows:

  • Load Refund as Template - Use this option if a template of a refund has been saved to be used in creating new refunds. When loading the draft as a template, all of the saved inforamtion except the refund number and the date will be loaded into a new refund form. A new refund number will need to be entered and the refund date field will default ot the current system date. If any other modifications or additions need to be made to the new refund, they can be done so prior to posting the refund.
  • Load Refund as Draft - Use this option if a draft of a refund is to be loaded into the USASWeb system. This option is similar to the above with the exception of the way that the refund number and refund date fields are handled. The refund number and the refund date entered on the draft will be loaded into USASWeb along with all of the other refund information. When selecting to load a draft, the following two options are available:
    • Use "New Refund Mode" when creating a new refund from the copy that is being loaded into USASWeb. All of the header information, including the refund number and the date entered when the draft was saved, will be loaded into a blank refund form. All item information included on the draft will also be loaded into the new refund form. If the refund number from the draft is already on file, a new number will need to be entered into the refund field. If any other modifications or addi-tions need to be made, they can be done so prior to posting the refund.
    • Use "Modify Refund Mode" if the saved copy that is being loaded in is to replace or overwrite an existing refund currently on file with the same refund number. The refund will be loaded directly into the modify mode. Any modifications or additions may be done prior to posting the modified refund to the system. Please note, beacause you have chosen to load the draft as a modified refund, the refund number cannot be modified.

      Select "Load Refund as Draft" then "New Refund Mode".
      Click on "Load".
      Complete the receipt by entering the following:
      Click  on to enter line item #3:

      • Amount: 40
      • Description: Class Fees - Health/PE Refund
      • Account Code: 001 1740 0000 080000 002

      Select  to enter line item #4:

      • Amount: 20
      • Description: Class Fees - Math Refund
      • Account Code: 001 1740 0000 110000 002

      Click on Validate and Post to post the refund.

Modifying Refunds

Refunds that have been previously posted to USAS may be modified through the USASWEB application. In order to modify a refund, it must first by queried by selecting the "Query" option under the main Refunds menu. Please refer to the "Query Refunds" section for help on selecting refunds to be queried. Once the refund has been queried, it is selected by clicking on the refund number under the number column. Next, click on the Modify button located under the Refund Details menu. Once you have selected to modify, the refund form changes slightly. Only selected details of the refund are opened and accessible for modifications. The following fields are modifiable:

  • Refund Number
  • Refund Date
  • Descripiton (Auditor Form)
  • Item Description

The available functions have now become: Validate, Post, Cancel and Save Draft.

Query Refund #12
Select Modify

To modify the description of a line item, click on  the icon next to the number of the item to be modified.

Click on the  to modify Item #1
Modify the description to read "OVERPAYMENT OF FEES - HS"
Post the changes made to the refund

Use the Validate function to verify the modifications made will not cause any errors when posting the refund to the system. Use the Post function to post the changes made to the refund to the system. Use the Cancel fucntion to leave the refund posted to the system unchanged and return to the Query page.

Cloning Refunds

The Clone function may be used to load all of the information from an existing refund into a new refund. In order to clone a refund, the refund must first be queried using the "Query" option located under the main Refunds menu. Please refer to the "Query Refunds" section for help on selecting refunds to be queried. Once the refund has been queried, it is selected by clicking on the refund number under the number column. Next, click on the Clone function. All of the details of the refund, except the refund number, check number and the refund date, will be loaded into a new refund. A new refund number must be supplied and the date will default to the current system date. If a refund check is required for the new refund, a new check number must also be entered. If any modifications are to be made to the new refund, they may be done so prior to posting the refund.

Query Refund #14
Click on Clone to copy the existing data to a new refund

Use the Validate function to verify all of the information entered for the new refund will not cause any warnings or errors when posting it to the system. If any warnings or errors will be encountered during posting, they will be displayed at the top of your browser window. Otherwise, the message "Validation Successful" will be displayed. Use the Post function to post the new refund to the system. Use the Cancel function to cancel out of the refund without posting it to the system.

Select the Post function to post the new refund to the system. Any warnings or errors encountered will be displayed at the top of your browser window. The message, "Refund posted successfully" will be displayed at the top of your browser if no errors were encountered. If fatal errors are encountered, the refund will not be posted. Modifications will need to be made to correct the errors before the refund can be posted.
Select Cancel if you no longer wish to clone the existing refund into a new one.
Select Save Draft if you wish to save a copy of the new refund to your hard drive to be loaded back into the USASWeb application at a later time and posted to the system.

Click on the  to modify Item #1.
Modify the Amount from $18.00 to $36.00
Validate and/or Post the new refund.

Reversing a Refund

Refunds that have been previously posted to USAS may be reversed through the USASWEB application. Reversing a refund or part of a refund will back out the amounts posted on a previous refund. In order to reverse a refund, it must first be queried by selecting the "Query" option under the main Refund menu. Please refer to the "Query Refund" section for help on selecting refunds to be queried. Once the refund has been queried, it is selected by clicking on the refund number under the number column.

Only refunds without checks can be reversed. In USAS Web/refund, if you have a refund with a check the reverse option will not be displayed. If you need to reverse a refund with a check you would have to use the VOIDCK program.

Query Refund # 11

Next, click on the Reverse button located under the Refund Details menu. Notice under the amounts column the figures are now in brackets reflecting a negative amount as shown below:

Click on the Reverse Option for this refund.

All of the fields are modifiable on this refund. It will automatically default the description to read "To reverse refund" and then list which ever refund number you are reversing. If you do not like this description you can change it.
If you do not wish to reverse an entire refund you can remove the items you don't wish to reverse by clicking on the   icon. Only the items displayed will be reversed.
Once you have all items you want to reverse on the refund, click on validate then post.

Click on "Validate" then on "Post".

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