Creating a Refund Request

Prerequisites

To create a refund request, you should have:

  • Refund request types defined in the application.

  • Adjustment types with A/P request type code defined in the application.

Procedure

To create a refund request:

  1. Do either of the following:
    If you want to...Then...
    Define a refund request from the Account Receivable Central screen

    1. Click the Main link in the Application toolbar.

      A list appears.

    2. From the Main menu, select Accounting and Receivable and then click Account Receivable Central.

    3. Search for the bill in the Account Receivable Central screen.

    4. In the Search Results section, select the respective bill and then click the Refund button.

    Note: You can select only one bill at a time (where the outstanding balance is non-zero) while creating a refund request from the Account Receivable Central screen.
    Define a refund request from the Refund Request screen

    1. Click the Main link in the Application toolbar.

      A list appears.

    2. From the Main menu, select Accounting and Receivable and then click Refund/Write Off Request.

      A sub-menu appears.

    3. Click the Add option from the Refund/Write Off Request sub-menu.
    Define a refund request from the Payment Event Summary screen

    1. Click the Main link in the Application toolbar.

      A list appears.

    2. From the Main menu, select Payments and then click Payment Event Summary.

    3. Search for the payment event (whose payments you want to refund) in the Payment Event Summary screen.

    4. In the Search Results section, click the Broadcast (The Broadcast Icon) icon corresponding to the payment event whose payments you want to view.

      The Payments zone appears.

    5. Select the option corresponding to the payments that you want to refund.

    6. Click the Refund button in the Payments zone.
      Note: The system allows you to refund only those payments which are in the Frozen status and are matched against the suspense or excess credit contract.
    The Select Request Type screen appears. It contains the following fields:
    Field Name Field Description Mandatory (Yes or No)
    Action Used to indicate the type of request that you want to create. The valid values are:

    • Refund

    • Write Off

    Note:

    If you are creating a refund request (for a bill or payment) through the Account Receivable Central or Payment Event Summary screen, the system by default sets the action to Refund and the field is non-editable.

    This field is editable only when the refund request is created from the Refund/Write Off Request screen.

    		 Not applicable
    Refund/Write Off Request Type Used to indicate the request type using which you want to create the refund request.
    Note:

    The refund request types appear only when the Refund option is selected from the Action list.

    On selecting the respective action from the Action list, the Refund or Write Off Request Type list is populated.

    		 Yes
    Account Used to indicate the account for which you want to create the refund request.
    Note:

    If you are creating a refund request (for a bill or payment) via the Account Receivable Central or Payment Event Summary screen, the system by default sets the action to Refund and the field is non-editable.

    This field is editable if the refund request is created from the Refund/Write Off Request screen.

    The Search The Search Icon icon appears corresponding to this field. On clicking the Search icon the Account Search window appears.

    On specifying the account, the description of the account appears corresponding to the Account field.

    		 Yes
    Adjustment Level Used to indicate the adjustment level for which you want to create the refund request.
    Note:

    If you are creating a refund request (for a bill or payment) via the Account Receivable Central or Payment Event Summary screen, the system by default sets the action to Refund and the field is non-editable.

    By default, this field is disabled.

    		 No
    Tip: Alternatively, you can access the Select Request Type screen by clicking the Add button in the Page Title area of the Refund/Write Off Request screen.
  2. Select the required refund request type from the respective field.
  3. Click Save.
    The refund request is created and the status of the refund request is set to Draft. The Refund/Write Off Request screen appears with the details of the refund request.
    Note: The refund request is created only for those outstanding bills where the outstanding amount is less than zero.
  4. Override the address if you want to send the refund amount to a different address other than the address of the account's main customer, if required.
  5. Add the payments, payment events, or credit bill line items which you want to refund, if required.
  6. Edit the refund amount of the respective entity, if required.
  7. Define characteristics for the refund request, if required.

Related Topics

For more information on... See...
Refund Request screen Refund Request (Used for Viewing)
Account Receivable Central screen Account Receivable Central
Payment Event Summary screen Payment Event Summary
How to add a payment event to the refund request Adding a Payment Event to the Refund Request
How to add a payment to the refund request Adding a Payment to the Refund Request
How to add a credit bill line item to the refund request Adding a Credit Bill Line Item to the Refund Request
How to edit a refund request Editing a Refund Request
How to define a characteristic for a refund request Defining a Characteristic for a Refund Request