Refund/Write Off Request Type

Oracle Revenue Management and Billing allows you to define:

• Refund Request Type - It is used to create a refund request. You can define multiple refund request types in the system. A refund request type helps the system to determine:

  • Whether the refund request must be approved before creating refund adjustments in the system

  • Approval profile using which the refund request must be approved

  • Whether multi-level or single-level approval is required while creating refund adjustments in the system

  • Tolerance limit for refund (i.e. minimum refund amount)

  • Adjustment type using which the write up adjustment must be created when the total refund amount is less than the minimum refund amount

  • Default adjustment type using which refund adjustments must be created

• Write Off Request Type - It is used to create a write off request. You can define multiple write off request types in the system. A write off request type helps the system to determine:

  • Whether the write off request must be approved before creating write off adjustments in the system

  • Approval profile using which the write off request must be approved

  • Whether multi-level or single-level approval is required while creating write off adjustments in the system

  • Default adjustment type using which write off adjustments must be created

While defining a refund or write off request type where approval workflow is required, you need to select the Approval Required check box. If the Approval Required check box is selected, the refund or write off request (which is created using the refund or write off request type) is sent for approval before creating the refund or write off adjustments. However, if the Approval Required check box is not selected, the refund or write off adjustments are created immediately on submitting a refund or write off request. The approval process is configured through the approval profile. The approval profile allows you to define the approval hierarchy. You can define a debit and credit hierarchy in the approval profile using the threshold amount. The debit approval hierarchy is used for approving write off request and credit approval hierarchy is used for approving refund request. Therefore, while defining an approval profile for refund, you need to define credit hierarchy and set the To Do Type to C1-REFRQ. However, while defining an approval profile for write off, you need to define debit hierarchy and set the To Do Type to C1-WOREQ.

You can define an approval hierarchy where users with different To Do role at each level can approve or reject the refund or write off request. For example, you can define an approval profile called A1 with two levels of approval. At the first level, a user with the Manager To Do role will approve or reject the refund or write off request, and at the second level, a user with the Senior Manager To Do role will approve or reject the refund or write off request. On submitting a refund or write off request where approval is required, a notification in the form of To Do is sent to all users with the To Do role defined at the first level in the hierarchy. Once the request is approved at the first level, a notification is sent to all users with the To Do role defined at the next level in the hierarchy. This process continues till the approval is received from all levels in the hierarchy. Once users at all levels approve the refund or write off request, the refund or write off adjustments are created. However, if an approver at any level in the hierarchy rejects the request, the refund or write off adjustments are not created.

The approval hierarchy is controlled by the threshold amount. For example, you define an approval profile called A1 with two levels of approval - First Level (Threshold Amount: 300, To Do Role: Manager) and Second Level (Threshold Amount: 500, To Do Role: Senior Manager). Now, if the total refund or write off amount is equal to 300 or less than 500, then the approval is required only from the first level in the hierarchy and not from the second level in the hierarchy. However, if the total refund or write off amount is equal to or greater than 500, then the approval is required from the first level and then from the second level in the hierarchy. But, if the total refund or write off amount is less than 300, then the approval is not required from any levels in the hierarchy. The system will automatically approve the refund or write off request and create the refund or write off adjustments.

The system supports both single-level and multi-level approval process while approving refund or write off request. If the Hierarchical Approval check box is selected while defining a refund or write off request type, the approval hierarchy defined in the approval profile is followed based on the threshold limit. However, if the Hierarchical Approval check box is not selected while defining a refund or write off request type, the approval is required only from the approval level where the total refund or write off amount falls within the threshold limit. Let us understand this with the help of some examples.

Example 1

The following table indicates how the system will behave in different refund scenarios:

Example 2

The following table indicates how the system will behave in different write off scenarios:

The Refund/Write Off Request Type screen allows you to define, edit, delete, and copy a refund and write off request type. This screen consists of the following zones:

• Refund/Write Off Request Type List

• Refund/Write Off Request Type

Related Topics

Parent topic: Refund/Write Off Request