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Overriding Accounting Codes on Refund

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Overriding Accounting Codes on Refund

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You can override the accounting code on refund transactions. By default, the accounting code of payment refund is inherited from the payment method. Using this feature, you can associate different accounting codes at the time of creating the refund to enable different downstream accounting treatments. You can override this value through both the UI and the API.

You must have Invoice Item Settlement enabledto override accounting codes on refund. To access the feature, see Invoice Settlement Enablement and Checklist Guide.

Setting up required user permissions

Before you override accounting codes, you must configure your user accounts to add the Override Accounting Code permission.

By default, you will not be able to override accounting codes on payments. To enable the permission, perform the following steps:

  1. Click your username at the top right and navigate to Settings > Administration > Manage User Roles.
  2. From the View Role List of list, select Payments. 
  3. Either click the name of an existing custom role, or click Add new role.
    • You must use a custom role or create a new role. You cannot edit the existing Zuora Payments Standard User role. 
    • If you click Add new role, a new page is displayed where you can fill in the Basic Information for the custom role. Enter the Role Name and a Description for the custom role.
  4. Enable (check) the Override Accounting Code permission for Refunds.
  5. Click Save. 
  6. Next, assign this user role to your users. See Managing Users for instructions about assigning roles to users. If this is a role already assigned, then do not re-assign.

Overriding accounting codes on a new refund

When you have configured the permissions, you can override accounting codes on new and existing payments.

  1. Go through the steps of Creating Refunds, but do not click Create Refund. 
  2. Check the Finance Information fields. By default, the accounting code is inherited from the payment method.
  3. Select another Accounting Code from the list to change the accounting code.
  4. Click Create Refund.

Overriding accounting codes on existing refund

The following rules apply when overriding accounting codes on existing refunds:

To override accounting codes on existing refund, follow the instructions below:

  1. Navigate to Payments > Refunds.
  2. In the refunds list, select the refund for which you want to issue a partial or full refund.
  3. On the payment detail page, click more > Edit Finance Information.
  4. Check the Finance Information fields.
  5. Select another Accounting Code from the list to change the accounting code.
  6. Click Save.

The following rules apply when overriding accounting codes on existing refunds:

Overriding accounting codes through the Zuora API

You can also use the Zuora API to override the default accounting codes on payments by updating the AccountingCode field under financeInformation on the Refund object.  For more information, see Update a refund. 

 For more information, see Refund object.

Override accounting code in batch using Mass Updater 

The Update accounting codes mass action allows you to mass update accounting codes on transaction objects such as invoice items. This reference describes the columns supported in the upload file and the columns added to the response file. For more information, see Mass Updater.