Introduction
This article shows how to create and process a Cash Refund Request in the PGM. We recommend using the three-stage process, including Making, Approving and Completing the Refund Request, as it allows for triple verification of the data. It is to make sure that the whole process has been done correctly. However, there is a way to shorten the process by use of the Automatic Approval path. The instructions below demonstrate both ways of making and processing the Refund Request.
- From this article, you will learn how to Make, Approve/ Reject and Complete the Cash Refund Request.
- This article will be helpful to PG Champion, Administrator, Finance & Accounting, Club Manager, Sales Manager and Club Owner.
Before you start
Make sure you are familiar with the introductory article on the Refund Request process.
Approving, Rejecting and Completing Refund Request process requires the following system permissions:
- SystemManRefundsRefundFormsView
- Refund request tab view
- SystemManRefundsRefundFormsAcceptRefund
- Approve Refund Request
- Complete Refund Request
- SystemManRefundsRefundFormsRejectRefund
- Reject Refund Request
- SystemManRefundsRefundProcessingView
- FileProcessing tab view and possibility of bank account file generation.
- SystemManRefundsRefundSkipCreditValidation
- Skipping credit balance validation
Instruction
STEP 1
How to make the Cash Refund Request ready for Approval?
- Go to the PGM -> Clients -> Club Members.
- Select the member from the Members list and open their Profile.
- Click on the Transactions tab.
- Find the transaction that you want to make the refund for.
- Click on the three dots icon at the end of the transaction row.
- From the menu which will be displayed, choose Refund Request.
- The Refund window will be displayed. Check the data in the form and if all is correct, click on Next.
The Refund can be made only if the member's balance is greater than "0". It is not allowed to make a Refund that can affect a decreased member's balance below "0".
8. Choose Cash as Payment method.
9. Click on the Create Refund Request button.
STEP 2
How to Approve the Cash Refund Request?
- Go to the PGM ->Finances -> Refund Requests.
- Find an already created Refund request on the list.
- Click on the Confirm button if you are sure the Refund Request is correct.
- Click on the Approve button.
Having approved the document with the Approve button, you can preview and print the Refund document that the club member can sign as a proof of receiving the Refund.
STEP 3
How to Complete the Refund Request?
- Go to the PGM ->Finances -> Refund Requests.
- Find an already created Refund request on the list.
- Click on the Completed button.
How to Reject the Cash Refund Request?
- Go to the PGM ->Finances -> Refund Requests.
- Find an already created Refund request on the list.
- Click on the Reject button.
You would still need to Complete the Refund Request process. Use the instruction as in STEP 3 above.
How to make a Cash Refund Request and Approve it automatically?
- Go to the PGM -> Clients -> Club Members.
- Select the member from the Members list and open their Profile.
- Click on the Transactions tab.
- Find the transaction that you want to make the refund for.
- Click on the three dots icon at the end of the transaction row.
- From the menu which will be displayed, choose Refund Request.
- The Refund window will be displayed. Check the data in the form and if all is correct, click on Next.
The Refund can be made only if the member's balance is greater than "0". It is not allowed to make a Refund that can affect a decreased member's balance below "0".
8. Choose Cash as Payment method.
9. Click on Create and Approve button.
You would still need to Complete the Refund Request process. Use the instruction as in STEP 3 above.
Hints
You may also want to check the mass approve or mass reject option when dealing with a large number of Refund Requests.
This feature is available from R.88 system version.