Refunding an Invoice Item

Use the following procedure to refund an invoice item.

Note: IAR Reconciliation will automatically create refunds when you run the discrepancy report. In this case, you do not need to refund the item manually. Also, on a partial refund, IAR Reconciliation automatically stores the correct amounts and creates only the refunded segments.

To manually refund an invoice item:

  1. Find the correct invoice item then click REFUND to process the refund.

  2. A message box asks whether you are certain you want to refund the invoice. Click Yes.

    If the transaction is an ARC item, the Refund/Exchange dialog box appears.

    GlobalWare automatically creates a new invoice item that is a duplicate of the original you refunded with two major exceptions: the document type is REF (Refund) and the dollar amounts are negative.

  3. For a partial refund, you must adjust the amounts by putting in the correct amount of fares, taxes, and commission dollar amount (if applicable) as negative amounts. If segment reporting is important, you must also delete the segments that were not refunded. For information about the Refund/Exchange dialog box, see Using the Refund/Exchange Dialog Box.

  4. After completing the refund, click OK.

An ARC ticket can be refunded directly to your agency by the airline. In this case, the refund is an Invoice settlement refund. Perform the refund as usual and while still in the refund invoice item, change the settlement type from A for ARC to I for Invoice.

After completing the refund process, on the A/P submenu, click Checks to issue a refund check to the traveler for the correct refund amount. The system also tracks the refund of any amounts due from the provider (for non-ARC invoice items) in the Cash Receipts program. All aspects of refunds are automatic in GlobalWare, including the reduction of gross sales booked and gross sales per accounting.