Refunding an Offline Payment in New Ledger

An offline payment is a payment received outside JRNY Ops, such as via cash, cheque, or bank transfer. Although these payments are recorded manually in the system, they can also be refunded when required.

You may need to refund an offline payment in the following situations:

• To return money collected outside the system
• To correct an offline payment that was added incorrectly

Refunding an offline payment updates the relevant booking or customer balance accordingly.

Before refunding an Offline Payment, it is important to issue a credit note to the associated bill.

Steps to refund an Offline Payment

1. Navigate to the Bills Module.
2. Locate the invoice number using the Booking Reference, Customer Name, or the Invoice number itself in the search bar.
3. Click the Action button against the bill with the offline payment entry.
4. Select Issue Credit note from the dropdown.

       When issuing a credit note, the refund amount is automatically tied to the cancelled bill amount.

      Ops users cannot specify different values for the bill adjustment and the refund.

   This ensures that the refunded amount always matches the cancelled portion of the bill.

In the Credit Note page of the Bill, you can completely or partially issue a credit note.

Issuing a full credit note and a full refund.          

• To issue a complete credit note, leave the credit amounts against the line items as is.
• The Credit total is the sum of the Credit amount against each line item of the bill.
• For a refund, select the customer's preferred method of payment from the Select the Allocation type dropdown. Since the payment was an offline payment, it would appear in the dropdown.
• Pick the offline payment from the dropdown.
• Enter the same amount from the Adjustment total amount. The system will not let the Ops user issue a credit note if the amount is greater or less than the Credit total amount.
• Click Issue Credit note.

Partial cancellation of a bill/ issuing a partial credit note

• To issue a partial credit note, you can enter the Credit amount (amount to be cancelled)  against each line/charge item of the bill.

• The Credit total will show the sum of all the credit amounts entered against all line items of

  the bill.

• For a partial refund, select the customer's preferred method of payment from the Select the Allocation type dropdown. Since the payment was an offline payment, it would appear in the dropdown.
• Pick the offline payment from the dropdown.
• Enter the same amount from the Credit total amount. The system will not let the Ops user issue a credit note if the amount is greater or less than the Credit total amount.
• Click Issue Credit note.

Refund Confirmation

• In both these types of cases, a confirmation modal appears. Click Yes to proceed with issuing a credit note and refund
• Within a few seconds, a green notification will confirm that the refund has been successfully processed.

In the Bill Page, the Adjustment amount would reflect the amount that has been cancelled or issued a credit note.

Viewing a payment status in the Payments sub-module

In the Payment submodule screen:

• A violet Payment Refunded tag indicates a full refund.
• An orange Partially Refunded tag indicates a partial refund.

Article by Roshel Jose

Please note:

1. The JRNY platform is constantly evolving and new features and functionalities are added all the time. We are constantly updating the Knowledge Base, but some instructions and/or images you see in these articles may vary slightly from what you can see in your own environment. Get in touch with support@tomorrowsjourney.co.uk when in doubt.
2. Some features and functionalities may require configurations or additional development to work in your environment. Please speak to us if you have any questions.