Approving a Refund Request

You can view the number of refund requests which are pending for approval in the Refund/Write Off Request screen. The approver can review, and accordingly approve or reject the refund request based on the observations.

Note: The system will not allow you to approve or reject a refund request submitted by you.

Procedure

To approve a refund request:

  1. Do either of the following:
    If you want to...Then...
    Approve a refund request through the Refund/Write Off Request screen

    1. Search for the refund request in the Refund/Write Off Request screen.

    2. In the Search Results section, click the link in the Refund/Write Off Request Information column corresponding to the refund request which you want to review.
    Approve a refund request from the To Do List screen

    1. Click the Menu link in the Application toolbar.

      A list appears.

    2. From the Main menu, select To Do and then click To Do List.

      The To Do Type for User Search window appears.

    3. Enter C1-REFRQ in the To Do Type field.

    4. Click the Search button corresponding to the To Do Type field.

      The To Do List screen appears.

    5. Select the Open option from the Filter by list to view all unassigned To Dos.

    6. Click the link in the Message column corresponding to the To Do of the refund request that you want to review.
    The Refund Request screen appears.
  2. Review the refund request details.
  3. Click the Approve button in the Refund Request zone.

    The system behaves in the following manner:

    If... Then
    The Hierarchical Approval check box is selected in the refund request type using which the refund request is created and the total refund amount is greater than the threshold amount specified at the next level in the approval hierarchy A To Do of the C1-REFRQ To Do type is created and sent to the approver at the next level in the approval hierarchy, and the status of the refund request remains as Approval In Progress.
    The Hierarchical Approval check box is selected in the refund request type using which the refund request is created and the total refund amount is less than the threshold amount specified at the next level in the approval hierarchy The refund adjustments are created using the specified adjustment types and the status of the refund request is changed to Processed.
    Note: The refund adjustments are created in the Frozen status. If a match event is present for the credit bill line items (such as bill segments and adjustments) and for the payments which are matched against the excess credit contract, the existing match event is stamped on the refund adjustments and on the corresponding financial transactions. However, when a match event is not present for the payments which are matched against the suspense contract or if the match events does not exist, a new match event is created and stamped on the refund adjustments and on the corresponding financial transactions. If you are doing a partial refund for any entity, the corresponding match event status is set to Open. However, if you are refunding the entire eligible amount, the corresponding match event status is set to Balanced.
    The Hierarchical Approval check box is not selected in the refund request type using which the refund request is created The refund adjustments are created using the specified adjustment types and the status of the refund request is changed to Processed.
    Note: The refund adjustments are created in the Frozen status. If a match event is present for the credit bill line items (such as bill segments and adjustments) and for the payments which are matched against the excess credit contract, the existing match event is stamped on the refund adjustments and on the corresponding financial transactions. However, when a match event is not present for the payments which are matched against the suspense contract or if the match events does not exist, a new match event is created and stamped on the refund adjustments and on the corresponding financial transactions. If you are doing a partial refund for any entity, the corresponding match event status is set to Open. However, if you are refunding the entire eligible amount, the corresponding match event status is set to Balanced.
    Note: The Approve button appears when:

    • The refund request is in the Approval In Progress status.

    • A user with the approval To Do role is reviewing the refund request.

Related Topics

For more information on... See...
How to search for a refund request Searching for a Refund or Write Off Request
Refund Request screen Refund Request
Refund Request zone Refund Request