This section describes common refund control procedures based on functionality provided in the base product.
A user would only create a refund control manually when an implementation supports defining criteria for creating a refund control and its overpayments. Implementations that use an interface to create the refund control and its overpayments can ignore this procedure. Use this procedure to manually add a refund control.
Use the menu navigation to launch the add a refund control dialogue.
Select the refund control type from the dropdown. The expectation is that only refund control types that are configured for providing criteria.
Fill in the criteria to limit the selection of overpayments to link to the refund control. Note that if no criteria is provided, all overpayments in the Refund Control Approval in Progress state are selected.
Save the record.
At this point the user can opt to click Validate causing the system to select the overpayments that match the criteria. However, the expectation is that the user allows the deferred monitor to pick up the record for processing.
Once a refund control is validated, if it requires approval based on the amount thresholds defined on the refund control type, a To Do entry is routed to the appropriate user group. When a user in that group reviews the refund control, this procedure should be followed:
Drill into the refund control record from the To Do entry (or from the email, if the To Do is routed to an email).
Review the summary counts of the linked overpayments and the total refund amount to see if the information is as expected. If desired, use the Linked Overpayments zone to spot check and even drill into any overpayments.
If for any reason the total amount of overpayments should be reduced, use the Linked Overpayments zone to select one or more overpayments to remove from the list. Note that the overpayments remain in the list for audit purposes. But the link status is updated to Removed.
Once the list of Active overpayments is acceptable, click Approve. This prepares the record to be processed in batch to issue the refunds for the individual overpayments.
If anything about the refund control appears to be incorrect, the user can opt to click Reject to prevent further processing of this refund control. If prompted for a rejection reason, enter an appropriate reason.
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