How to make Bank Account Refund Request, generate Refund Payment File and Complete the process?

Introduction

This article shows how to create and process a Bank Account Refund Request in the PGM. If you Approve a Refund Request with the Bank Account as the chosen payment method, a Refund Payment File will be created automatically. This file needs to be downloaded and sent to the Bank for acceptance and payment processing. 

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 the Bank Account Refund Request and generate the Refund Payment File. 
• This article will be helpful to PG Champion, Administrator, Finance & Accounting, Club Manager, Sales Manager and Club Owner. 

Mind that when using payment provider and making refund request with payment method other than SEPA, which is Direct Debit and Credit Card, you need to contact your payment provider to complete the refund process. It results from the lack of refund request option within the PGM and payment provider integration scope.

Before you start

Make sure you are familiar with the introductory article on the Refund Request process. 

The 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 Bank Refund Request ready for Approval? 

1. Go to the PGM -> Clients -> Club Members.  
2. Select the member from the Members list and open their Profile.
3. Click on the Transactions tab. 
4. Find the transaction that you want to make the refund for.
5. Click on the three dots icon at the end of the transaction row.
6. From the menu which will be displayed, choose Refund Request.
7. 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 Bank Account as Payment method.

9. If previously added to the Member profile, the member's Bank account details will be displayed. Otherwise, click YES and enter the Bank account data. 

10. Click on the Create Refund Request button. 

STEP 2

How to Approve the Bank Account Refund Request?

1. Go to the PGM ->Finances -> Refund Requests.
2. Find an already created Refund request on the list.
3. Click on the Confirm button if you are sure the Refund Request is correct. 
4. Click on the Approve button. 

STEP 3

How to Generate the Refund Request Payment File and Complete the process?

1. Go to the PGM ->Finances -> Refund Requests.
2. Select the Refunds payments generation tab.
3. Select the club from the list.
4. Select the period you want to generate the Refund Request File from. Enter the start date and the end date from the calendar. 
5. Click on the Generate file button. 
6. The file will be generated. You will see the Ok status displayed. 
7. Click on the Download icon. 

The downloaded file has to be sent to the Bank for acceptance and payment processing. 

How to Reject the Bank Account Refund Request?

1. Go to the PGM ->Finances -> Refund Requests.
2. Find an already created Refund request on the list.
3. Click on the Reject button. 

How to make the Bank Account Refund Request and Approve it automatically?

1. Go to the PGM -> Clients -> Club Members.  
2. Select the member from the Members list and open their Profile.
3. Click on the Transactions tab. 
4. Find the transaction that you want to make the refund for.
5. Click on the three dots icon at the end of the transaction row.
6. From the menu which will be displayed, choose Refund Request.
7. 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 Bank Account as Payment method. 

9. Click on the Create and Approve button. 

You would still need to Generate the Refund Payment File and Complete the Refund Request process. Use the instruction as in STEP 3 above.