Logging Partial Refunds in TBN

Logging Partial Refunds in TBN


Partial Refunds Explained

There are times where a partial refund is needed against a booking or an Invoice. These steps will help you understand how to do that in TBN-

For Bookings where you are not going to operate the trip.

  1. Issue the partial refund using the Cardpointe interface: While total refunds can be issued in the TBN interface, partial refunds are still under development. In this case the initial step is to open your CardPoint account management page, find the transaction and issue a partial refund there. 
  2. Cancel the original transaction that was made for the full amount. 
  3. Cancel the route (so it no longer shows as a trip that should be dispatched) and any associated addons. 
  4. Add an add-on for the un-refunded amount (something like "cancelation policy partial refund" which can be setup as a "single use flat fee" type add-on)
  5. Add a note on the booking that explains what happened and what the partial refund situation was. 

For Bookings where you are going to operate the trip.

  1. Issue the partial refund using the Cardpointe interface: While total refunds can be issued in the TBN interface, partial refunds are still under development. In this case the initial step is to open your CardPoint account management page, find the transaction and issue a partial refund there. 
  2. Add an add-on for the refunded amount (something like "partial refund" which can be setup as a "single use flat fee" type add-on). This add-on will be added as a NEGATIVE number. (ex: -$250)
  3. Add a note on the booking that explains what happened and what the partial refund situation was. 

For Invoices where you don't want to void the invoice and reissue it at the corrected amount. 

  1. Issue the partial refund using the Cardpointe interface: While total refunds can be issued in the TBN interface, partial refunds are still under development. In this case the initial step is to open your CardPoint account management page, find the transaction and issue a partial refund there. 
  2. Create a free entry adjustment for the amount that is being refunded. 
  3. Open the invoice detail page and select the transactions that need to be partially refunded. 
  4. Cancel that transaction. 
  5. Create a new transaction against the invoice in the amount of the non refunded amount. 
This will create an appropriate audit trail for the invoice that will show the original transaction being removed in it's entirety, then it will show a positive transaction in the amount that was not refunded. This will also result in an invoice with an outstanding balance of $0. 

For Invoices where you can void the invoice

  1. Issue the partial refund using the Cardpointe interface: While total refunds can be issued in the TBN interface, partial refunds are still under development. In this case the initial step is to open your CardPoint account management page, find the transaction and issue a partial refund there. 
  2. Open the invoice in question and void it. 
  3. Follow the steps from the approriate bookings above. 
  4. If needed reissue an invoice with notes about the un-refunded amount.