Sage 100

I have a medical practice that needs to cut 1,900 patient refund checks. These patients are not setup in AP. Is the quickest way to do this to import the patients then import the invoices and select for payment? I don't see a way to avoid setting them up as vendors since the customers wants to computer print the refund for each. I don't think I can import to manual check entry for hot printing since hot printing seems to be a one-by-one process. Any other method I may be overlooking?

Yes - I'd set the Vendors as Temp so they purge at period end

You should also think about HIPPA requirements. In the mid and larger practices we have worked with, they run patient refunds through an entirely different company set up in Sage 100 for just this purpose. The check writing process is done by someone in the patient account department, separate from the AP department. They post to the GL in summary in the 'Refund' company and use the posting ledger report as an input source for a GL entry in the primary Sage 100 company.

We have a customer that needed this for utility refund checks. Relatively high volume. We use a single vendor called REFUND and we set it up to Separate Check Yes. Then we import the name/address into UDFs on an AP invoice. When we do a check run, each gets their own check and the check form is modified to print name/address from the UDFS. The client has been using it since v2013 and has been happy with it.

Use a third party check printing solution like Piracle and import to manual check entry. I have a client that uses Piracle for it's approval process, not for high volume, or need for many addresses, but it seems to me that might be one way to go.

We did something like @RobertWhite 's solution but I especially like his solution. I think @MadelineStefanou had set it up originally. Each customer was set up as a vendor in a special numbered series (REF0001 for the first refund that year, REF0002 for the second) and at the end of the year we'd merge all the year's refund vendors into a one new refund vendor number that included the year (REF2017, for example). That way if customer needed to find a refund, they'd only need to look thru that year's refund vendor number (REF2017).

One of my customers that has refunds has set the vendors up under a separate division. 00=Vendors, 01=Patient Refunds. That way it is easy to keep the types separate. Love @RobertWhite's suggestion also.

@RobertWhite's solution is a good one.

Thanks everyone. This particular customer is in the process of being sold/merged into another larger practice. As such, I suspect that this will be a ""one and done"" type fix and I'll probably do a VI of the vendors then VI the invoices and have the user select them for payment.