Approving refunds from a supplier in the Supplier Reconciliation module

This topic explains how to approve refunds from a supplier in the Supplier Reconciliation module.

A refund is a request to the supplier to refund payment for a transaction or part of a transaction that was paid for but not used.

A refund can be either

• Request: When you request a refund from the supplier and are waiting to receive confirmation that the refund can be deducted.

• Approved: When the supplier has confirmed the refund, and you have approved it in the system. You can deduct an approved refund from payment owed to the supplier.

Refunds can be confirmed in both the travel file and the Supplier Reconciliation module.

For approving a refund in the travel file, see the topic on refunds.

• How

1. Go to Financial - Supplier Reconciliation.

   

2. Enter the search parameters.

Field	Description
Supplier	Select the supplier account.
Currency	Select the currency in which the documents were issued
Branch	Select the branch where the document was issued. You can only select the branches you have the user permit to view.
Issue Date Until	Enter the date range in which a financial document is issued
Value Date Until	Enter the date range in which a financial document is valued
Vouchers and refunds for reconciliation	Default. Select this radio button to display vouchers and refunds that are not yet reconciled
Pending for final payment	Select this radio button to display payment requisitions and debit notes that are not covered by a remittance and credit notes and tax invoices that need to be covered by a receipt.
Documents Covered By	Select this radio button to search for a specific payment requisition, receipt, transfer receipt or remittance, and select the document type and enter the document number.
All documents	Select this radio button to search for all financial documents.
Selected only	Select this option to search for financial documents that were previously selected and then saved (using the Save Selection button)
Include tickets	Select this option if the supplier has tickets, and you want to include them in the data displayed in your search results. By default this option is not selected, which means that the system does not search for tickets, effectively shortening the duration of the search.

3. Select Vouchers and Refunds for reconciliation.

4. Click Find.

   The financial documents are displayed in the results section with the data you requested.

   

Column	Description
Issue	The issue date - the date on which the document was issued
Type	The document type: VCH for vouchers, PRQ for payment requisitions, RMT for remittances, REF for refunds, TXI for tax invoices, RCT for receipts, C/D for credit notes and D/C for debit notes.
Ref	The document reference number
Value	The value date -  the date the document needs to be paid
Travel File/Branch/Reservation/Supp Invoice/Income Type/Ticket Number.	In this column you can select one of six options to display, by clicking on the icon with the three bars () to open a menu: Travel File: The travel file number Branch: The branch where the document was issued Reservation: The reservation number Supplier Invoice: The supplier invoice number Income Type: The income type for the transaction (for example, markup including VAT) Ticket Number: The ticket number
Service Name/Passenger Name/Leading Carrier	In this column you can select one of three options to display, by clicking on the icon with the three bars () to open a menu: Service Name: The service name as it appears on the transaction for which a voucher had been issued. Passenger Name: The name of the first passenger on the transaction's passenger's list. Leading Carrier: The service provider
Start/End	In this column you can select one of two options to display, by clicking on the icon with the three bars () to open a menu: Start: The start date of the transaction End: The end date of the transaction
Commission/Published/Tax/ Net/Net +Tax/Net remit -VAT	In this column you can select one of six options to display, by clicking on the icon with the three bars () to open a menu: Commission: The commission amount earned from the supplier Published: The supplier price Tax: The airport/port tax amount Net: The net amount minus tax and minus commission Net + Tax: The net amount plus tax and minus commission Net remit - VAT: The gross amount plus tax minus commission minus VAT on commission
Net to pay	The net amount that needs to be paid to the supplier including airport/port taxes (taken from the Net to Remit field in the transaction.
Amount	The total amount on the document, including airport/port taxes and commissions (taken from the Total to Supplier field in the transaction)
Curr.	The currency on the document
Cover	The covering document. For example,  a payment requisition (PRQ) covers a voucher (VCH), and is covered by a remittance (RMT).

The document type of refunds is REF.  In the Amount column, the amount for approved refunds is in green, and the amount for unapproved refunds is in black. Refund amounts are negative.

5. In the row of the refund you want to approve, click  and select Approve Refund.

   A Price Breakdown dialog box appears.

   

   This is the dialog box that appears for all services except flights. With flights, you can filter by passenger and remove passengers from the refund. Refunds for flights are usually approved in the travel file.

6. Edit the amounts.

7. Click OK.

8. The refund is approved, the amount changes to green, and it can now be reconciled.

Related links

• Financial - Supplier Reconciliation

• Refund from supplier