Refunds are part of the module "Payments". If you wish to use this, contact us at support@proplanner.eu.
Executing a refund to the customer can be recorded in ProPlanner in several ways:
- You can register the refund directly as a transaction on the contract. The way in which this is done is discussed in more detail in the article "Registering transactions on a contract".
- You can register a transaction of type "Refund request" on the contract. When saving this transaction, it will be shown in the refunds overview. From this overview (Management > Financial > Refunds), you can execute the relevant refund.
Executing refunds from the refunds overview
From the refunds overview, it is possible to perform refunds manually or automatically. The way in which refunds can be executed is determined by a setting:
The setting "XML export for refunds" (which is only available if the module "Payments" is enabled) determines whether it is possible to execute refunds automatically. If this setting is enabled, you can download an XML file that allows you to automatically perform the selected refunds using payment software. If you wish to enable this setting, contact us via support@proplanner.eu.
Both scenarios are discussed below.
Manual execution of refunds
In this case, you must manually execute the refunds using the payment software you use. Next, you must indicate in ProPlanner that the refund was executed:
- Firstly, to avoid executing it a second time
- Secondly, to ensure that the refund is also registered on the relevant contract
To mark a refund as "Processed", proceed as follows:
- Select the refunds you want to mark as "Processed"
- Click the "Mark as processed" button
Initially, the processed refunds will disappear from the screen. However, when you check the "Show processed items" checkbox in the filter, processed refunds will also be shown. In the last column, it will then be indicated which refunds have already been processed and which have not:
On the relevant contract, the processed refund will be automatically recorded as follows:
Automatic execution of refunds
If the setting "XML export for refunds" has been enabled, you will have the option to export the refunds in XML format in addition to manually processing them:
If you choose this option, you will be able to indicate whether you want to export the selected refunds or all unprocessed refunds within a certain period. After confirming your choice, the XML file will be generated. Next, you can import this file into the payment software, allowing all the refunds in the XML file to be processed automatically.
In ProPlanner, the relevant refunds will be automatically marked as processed.
If the bank account number of the customer to be paid is not known, a notification will be made when generating the XML file. After entering this bank account number, you can re-export the refund for this customer.
If the bank account number of the business unit is not entered, the XML file will not be generated. An error message will prompt you to enter this account number.