How to manage invoice refunds

There are instances where customers return the bank debit receipt. The bank provides the center with a list or .txt file of customers who have returned the receipt. The center will need to transfer these returns to Syltek.

Important Note: When a receipt is marked as returned, it will revert to pending status and will appear in the list of Products Sold Pending Payment.

Managing Returns Manually:

If the bank has provided a list in a non-.txt format of returned receipts, follow these steps to mark them as returned in Syltek:

1. Go to the Billing menu / Q19.
2. Click on the reference where the charge is located.
3. In the list of charges included in that Q19, find and select all customers who have returned the receipt.
4. Press the "Send email to customer for returned receipt" button if you wish to inform the customer that the bank has returned their receipt. This action is optional.
5. Click on one of the return options:

• Mark as returned: the receipt will retain the same status it had before direct debit, pending payment and pending direct debit.
• Mark as returned and do not debit: the receipt will remain pending payment.

The charges will appear in red indicating they have been returned.

Managing Returns via a Return File:

If the bank sends a return file of receipts in .txt format, Syltek has the functionality to directly load the file and choose the return option for all customers in the file.

The steps are:

• Go to Billing / Q19.
• Click on the Manage Returns button.
• Select the return file from the computer.
• Click Send.

Click on the appropriate action from the options displayed.

• Mark as Returned: the receipt is returned to the same payment method as before the remittance.
• Mark as Returned With Charges: the receipt is returned to the same payment method as before the remittance and also includes charges for the return fees configured for the customer.
• Mark as Returned and Do Not Debit: the receipt is returned with pending payment status. This option is used when there is no intention to re-debit via remittance. It is understood that the customer will pay in person.
• Mark as Returned and Do Not Debit With Charges: the receipt is returned with pending payment status, adding the return fees that remain in pending payment status.

Expense for Return Receipt:

When the center wants to pass on to the customer the return fees charged by the bank, a product with the expense amount must be created in Syltek and then charged to customers who return their receipts.

Creating the return expense item:

• Go to Settings / Item / New.
• Fill in the fields: name, subfamily, gross price, and tax type.
• Click Save.

Charging the expense to the customer:

• If the club performs returns through the return file explained in the previous section, the return fee will be automatically charged to all customers in that file. In addition to creating the return product, it must be configured to work automatically. The steps are:

• Go to Settings / Center / Billing

• In the Product field for Q19 return charges, select the one created previously.

• Click Save.

• If the club returns receipts by entering Q19 and selecting the customers who have returned the receipt, they must then go to each customer's record and follow these steps:

• Click on the POS button on the main tab.

• Once in the POS, search for and select the product created as a return expense.

• Click Pay / Pending Payment.