Defining a Refund or Write Off Request Type

Prerequisites

To define a refund or write off request type, you should have:

  • Refund or Write Off request business objects defined in the application

  • Approval profiles defined in the application

  • Adjustment types with and without A/P request type defined in the application

Procedure

To define a refund or write off request type:

  1. Click the Admin link in the Application toolbar.
    A list appears.
  2. From the Admin menu, select R and then click Refund/Write Off Request Type.
    A sub-menu appears.
  3. Click the Add option from the Refund/Write Off Request Type sub-menu.

    The Select Business Object screen appears. It contains the following fields:

    Field Name Field Description Mandatory (Yes or No)
    Refund/Write Off Request Type Business Object Used to indicate the business object that you want to use to create the refund or write off request type. Yes
    Tip: Alternatively, you can access the Select Business Object screen by clicking the Add button in the Page Title area of the Refund/Write Off Request Type screen.
    Note: The Select Business Object screen appears when there are multiple refund and write off request type business objects defined in the application. If there is only one refund and write off request type business object defined in the application, the Refund/Write Off Request Type screen appears.
  4. Select the required refund and write off request type business object from the respective field.
  5. Click OK.

    The Refund/Write Off Request Type screen appears. It contains the following sections:

    • Main - Used to specify basic details about the refund or write off request type.

    • Characteristics - Used to define the characteristics for the refund or write off request type.

    The Main section contains the following fields:

    Field Name Field Description Mandatory (Yes or No)
    Refund/Write Off Request Type Used to specify the refund or write off request type. Yes
    Business Object Indicates the refund and write off request type business object used while defining the refund or write off request type. Not applicable
    Refund/Write Off Request Business Object Used to indicate the business object that you want to use while creating the refund or write off request. Yes
    Description Used to specify the description for the refund or write off request type. Yes
    Detailed Description Used to specify additional information about the refund or write off request type. No
    Status Used to indicate the status of the refund or write off request type. The valid values are:

    • Active

    • Inactive

    Note: You cannot change the status of a refund or write off request type to Inactive if there are refund or write off requests which are created using the refund or write off request type and are currently in the Draft or Approval In Progress status.
    		 Yes
    Action Used to indicate whether the request type is created for refund or write off. The valid values are:

    • Refund

    • Write Off

    		 Yes
    Minimum Refund Amount Used to specify the minimum refund amount. This field is used to define tolerance limit for refund. If the total refund amount in a refund request is less than the minimum refund amount, the system creates a write up adjustment. However, if the total refund amount in a refund request is equal to or greater than the minimum refund amount, the system creates a refund adjustment.
    Note: This field appears when the Action field is set to Refund.
    		 Yes
    Write Up Adjustment Type Used to indicate the adjustment type using which the write up adjustment must be created when the total refund amount is less than the minimum refund amount.
    Note:

    This field appears when the Action field is set to Refund.

    You can create write up adjustments only using those adjustment types where A/P request type is not defined.

    		 Yes
    Approval Required Used to indicate whether approval is required while creating the refund or write off adjustments using the refund or write off request type. No
    Approval Profile Used to indicate the approval profile which must be used to define approval hierarchy for the refund or write off request type.
    Note: This field appears when the Approval Required check box is selected.
    		 Yes (Conditional)
    Note: This field is required when the Approval Required check box is selected.
    Hierarchical Approval Used to indicate whether multi-level or single-level approval is required while creating the refund or write off adjustments using the refund or write off request type.
    Note: This field appears only when the Approval Required check box is selected.
    		 No
    Refund Adjustment Type Used to indicate the adjustment type using which the refund adjustments must be created. This default adjustment type appears when you select the payments or credit bill line items for refund. You can then change the adjustment type, if required, while editing a refund request.
    Note:

    This field appears when the Action field is set to Refund.

    The list includes only those adjustment types where A/P request type is defined.

    		 Yes
    Write Off Adjustment Type Used to indicate the adjustment type using which the write off adjustments must be created. This default adjustment type appears when you select the debit bill line items for write off. You can then change the adjustment type, if required, while editing a write off request.
    Note:

    This field appears when the Action field is set to Write Off.

    You can create write off adjustments only using those adjustment types where A/P request type is not defined.

    		 Yes
  6. Enter the required details depending on whether you want to define refund or write off request type.
    Note: You can search for an adjustment type by clicking the Search (The Search Icon) icon corresponding to the respective field.
  7. Define characteristics for the refund or write off request type, if required.
  8. Click Save.
    The refund or write off request type is defined.

Related Topics

For more information on... See...
Refund/Write Off Request Type screen Refund/Write Off Request Type
How to define a characteristic for a refund or write off request type Defining a Characteristic for a Refund or Write Off Request Type