Refund from Supplier

Refund from Supplier

You can request a refund from a supplier after a transaction has been ticketed (in other words, a voucher is issued) if part of or the entire amount needs to be refunded by the supplier.

Refunds are issued in the travel file, and once the supplier confirms the refund need to be approved: either in the travel file, or in the supplier reconciliation module.

To issue the refund application for all services except flights.

1. In an open travel file, with a transaction, click Actions - Edit Transaction, select the Accounting tab, and click Issue Refund (this button is displayed after a voucher has been issued)

The refund dialog box appears.



2. Fill in the following information:

   • Supplier Price: The default value displayed is the full net supplier price.

   • If you are applying for a full refund from the supplier, do not change the amount.

   • If you are applying for a partial refund, enter the amount you want to receive back from the supplier.

   For example, In the above screenshot, the net supplier price for 10 nights is USD 2193.20 If you are applying for a partial, one night refund, you should request USD 220 from the supplier, and enter this amount in the Supplier Price field.

   • Amount: This field also displays the net supplier price. Changing the amount in this field automatically adjusts the markup amount.

   In the above transaction, the selling price of the transaction is USD 2325, which is the net supplier price of USD 2193.20 plus the markup of EUR 131.80.

   For example, if you want to request a refund for one night, you should enter EUR 220 in the Supplier Price field and in the  Amount field. The Markup automatically adjusts according to the original markup ratio (in this case USD 13.22).

3. If you want to send a refund request to the supplier and wait for the supplier to confirm, click Issue.

   The refund is displayed in black with the letter R (representing refund) plus the refund number.

   

   Once the supplier confirms the refund, you can approve the refund from Actions - Edit Transaction - Documents tab - Approve refund link.

4. If the supplier already confirmed the refund, you can click Approve immediately.

   Once a refund is approved, it appears in green.

   The actions Issue and Approve refunds are subject to two separate user permits found in Setup - Users.

To issue a refund application for flights

The procedure for issuing refunds for flights, is mostly the same as other services. However, there are some important differences that are worth noting.

• To filter the refund on a specific passenger, click Filter by Passenger, and select the passenger from the drop-down list.

• To remove passengers or legs from the list, click the button in the row you want to delete. To undo these changes, click the Rebuild button.

Repay to the Travel Agent or Customer

To repay a travel agent that has credit line with your company:

To repay a travel agent,  you need to:

1. Cancel the travel agent's reservation in the transaction

2. Issue a credit invoice (in the Accounting section, in the section header, click the Invoice button).

The credit invoice is issued with the amount to be refunded minus the agent commission, if the commission was part of the original transaction.

• To view the credit invoice before you issue the document, click on the black triangle next to the Invoice button, and select Invoice Definitions.

There are two options for repaying the travel agent:

1. Travel Agent Account: Issue a remittance or reconcile it with other invoices pending reconciliation.

2. Travel File (for payments made through redirect payment gateways):

1. In the Accounting section, in the Actions () menu of the credit invoice, select Repay Passenger C. Card.

2. A dialogue box appears in which you can select the transfer receipt that needs to be repaid.



3. Select the transfer receipt that needs to be repaid and click Continue.

The Remittance Advice Definition page is displayed.



The remittance amount is initialized with the amount from the credit invoice and can be changed if necessary.

The method of payment is Credit Card and the credit card selected is the credit card in which the Treceipt was issued for.

4. To generate the remittance, click Generate Remittance Advice.

The remittance is issued in the travel agent account and the passenger's credit card is repaid.

In the travel file, the credit invoice is covered by the remittance and you can view the full details by moving the mouse over the i icon.

To Repay to a B2C Customer

After a refund application has been confirmed, you can reimburse the customer.

To do this, you need to issue a credit invoice from the Accounting section.

1. To view the credit invoice before you issue the document, click on the black triangle next to the invoice, and select Invoice Definitions (or click on Invoice to issue the credit invoice without viewing it first).

2. On the credit invoice line, click Actions - Repay.

   The Repay dialog box appears with the amount of the credit invoice initialized in the Amount field (this amount cannot be changed).

3. In the Value date field, select the date in which the refund should be given to the customer.

   The Amount and Currency fields are initialized with the credit invoice amount and currency.

4. In the Remark section, enter any remarks, if relevant.

5. To generate the Payment Requisition (PRQ) document, click Issue.

   This document is displayed in the Accounting section, and covers the credit invoice.

   The PRQ has to be confirmed by the authorized financial staff when the payment is actually remitted to the client (Actions - Confirm). Once confirmed, the PRQ document is replaced by a remittance (RMT) and the covering document of the invoice now changes to RMT.

6. If you already repaid the customer, click Confirm (instead of Issue) and the remittance (RMT) is issued.