Refund a Payment and Balance the File

Owned by Frank Kays
Last updated: Feb 27, 2018 by Nicolas Maillet (Unlicensed)
2 min read

If you ever need to give a refund on a multi-passenger file (perhaps a discount or any change is made to a file after the payment, which creates a credit) and you want to process the refund and keep the reservation balanced, follow these steps:

Step-by-step guide 

  1. You have a paid reservation with multiple passengers.
  2. A change is made or discount is applied that creates a credit on the file.
  3. Click the Charges button to open the Charges window.
  4. Select the payment you wish to refund from the bottom portion of the screen and click 7-Refund Payment; the payment window will open.
  5. Enter the amount you wish to refund and ENSURE all passengers who should be getting this refund are selected.  By default all passengers are selected.
    PLEASE NOTE: Who you select designates what files the payment will be removed from, NOT who will physically receive the discount.  So, all users with the credit on file should be refunded.  The actual physical refund will go back to the original payer if by credit card or account.
  6. The files will all be balanced with the refund applied equally among the passengers.