Accounts Receivable
Refund Training
Before a refund can be issued, you have to make sure that the booking is amended and costs and sales are updated. Therefore in Account Summary the “Booking Retail” have to show the updated sales (see below example).
If there is an invoice that is no longer valid, you have to issue a credit note against it (see below example).
In the Account Summary “to be invoiced” must be zero and “total due” must be a negative figure (see below example)
Once the booking is amended, Account Handlers have to fill out a Refund Form. All fields must be completed. The Form is saved on the intranet https://web.abbey.ie/confrefund/ (use Google Chrome).
Remember that there are 3 confirmation boxes that you need to tick as shown below: 1. Bank details have to be verified also over the phone with the Agent. This is an extra security requirement that our bank needs in order to process payments; the bank can stop a payment if we don’t adhere to this. 2. You have to confirm that the Tour Window has been attached so all costs can be checked before the refund is processed. 3. In case of a cancelled booking that will be postponed, you have to confirm that suppliers are not charging even if the rebooking won’t go ahead for some reason (So we are not liable for this in the future)
Note that refunds greater than £250/€250 must be authorized by a Manager and refunds greater than £1000/€1000 must be authorized by a Director. If Manager or Director signature can’t be physically put onto the form, they should be cc’d in the email as a form of authorisation. Forms should be received as PDFs (web versions can be altered so not sufficient to provide to auditors if they were requested). Together with the Refund Form, you have to submit a readable screenshot of the Tour Window (Summary and Tax Inclusive, see below example). This is because you have to prove that there are no costs which should be covered by the amount that will be refunded.
Refund Form and screenshot of the Tour Window have to be sent to accountsreceivables@abbey.ie The Credit Control team will then confirm if the refund is due or if there are other bookings to be paid by the agent. If all is in order and the agent doesn’t owe money for other bookings, the refund is passed to assistant accountants that process the payment.
THANK YOU