AMADEUS AUTOMATED REFUNDS Training Manual

AMADEUS AUTOMATED REFUNDS

Amadeus automated refunds allow you to refund sale documents and electronic tickets quickly and easily for tickets issued on 364days in the past.

The refund transactions you enter a search for data stored in the central ticketing server's document database. If the data is still available, the system uses it to create a refund record. Data is normally stored in the system for 180 days. If the data is no longer available, you enter details of the refund manually into a blank refund record.

You can process refund records directly for full refunds, or manually update them for partial refunds.

Here is an example of a query report that contains refunded documents. They are indicated by the 'RFND' transaction type code in the last column.













FEATURES
  1. Automatic Population of a refund record using stored ticket data
  2. Interactive Automated refund of Electronic tickets
  3. Automated refund of paper tickets.
  4. Full and Partial refund capability
BENEFITS
  1. Increased efficiency
  2. Increased productivity
  3. Increased flexibility

EXPLANATION
  1. Ticket issued on 364days in the past.
  2. You can process two types of refunds
    1. FULL - To refund all coupons of the ticket
    2. PARTIAL- To refund only some coupons of the ticket
  3. You can refund e-ticket coupons that have an ‘’OPEN: O’’ status. Status indicators are received from the airline along with Electronic Ticket Settlement Authorization Code (ESAC). Both the status indicator and ESAC are used by the system to create the refund record.
  4. Refunded coupons are indicated as ‘’REFUNDED: R’’ in the e-ticket record and in the Airline system where the e-ticket record is stored.
  5. The Automate refund can be used in three different ways. You can generate an automated refund by :
    1. TICKET NUMBER
    2. FA or FHE element from PNR
    3. Sequence number from the Query Report (TJQ Display)

REFUND RECORD UPDATION CRYPTIC ENTRIES

The refund transactions you enter a search for data stored in the central ticketing server's document database. If the data is still available, the system uses it to create a refund record. Data is normally stored in the system for 180 days. If the data is no longer available, you enter details of the refund manually into a blank refund record. You can process refund records directly for full refunds, or manually update them for partial refunds. Following cryptic entries are to update a refund record.

- PASSENGER NAME              TRFU/NM MINHAS MUHAMMAD ZAFAR MR
- DATE OF ISSUE               /I 25JAN02
- ADD DOC NUMBERS             /DA 2
- DELETE DOC NUMBERS          /DX 2
- CHECK DIGIT                 /D 1 DG 2
- ADD TKT/DOC COUPONS         /D 1 C34 /D 2 C12
- DELETE TKT/DOC CPNS         /DX 1 C34 /DX 2 C12
- DOCUMENT TYPE               /TKT Y
- ITINERARY                   /S D
- FARE PAID                   /F 1000.00
- FARE PAID IN ALTERNATE 
CURRENCY                      /F NZD100000
- FARE USED                   /U 500.00
- COMMISSION                  /FM 9
                              /FM 9N
                              /FM 100.00A

- CANCELLATION PENALTY        /CP 50.00A
                              /CP 50
- CANCELLATION PENALTY        /CM 9 COMMISSION /CM 100.00A
- MISCELLANEOUS FEE           /MF 10
- ADD SPECIFIC TAX            /TA10.00GB
                              /TA10.00ZPMIA2
                              /TA10.00XFJFK4.5
- UPDATE EXISTING TAX         /TU4-10.00
- DELETE SPECIFIC TAX         /TX 9
                              /TX 1-12
- TOUR CODE                   /TC NRD09900
- NET REFUND                  /NF 10000.00
- FORM OF PAYMENT             /FP 1 CASH
                              /FP 2 CCVI111100002222...
- FOP AMOUNT                  /FP A 1 1000.00
- CUSTOMER FILE REF           /CD 1 DATA
- ORIGINAL ISSUE              /FO 1253700000007LON...
- REMARKS                     /RM FREEFLOW
- AIRLINE AUTHORITY           /AA 10504Q59QBXE9C
- ORIGINAL ISSUE              /FO 1253700000007LON...
- REMARKS                     /RM FREEFLOW
- AIRLINE AUTHORITY           /AA 10504Q59QBXE9C

REFUND RECORD MANUAL UPDATE ENTRIES

Following are the cryptic entries to update the refund records:

PASSENGER NAME
This field contains the passenger name and the title printed on the document you are refunding. To update this field, enter: TRFU/NMMINHAS ZAFAR MR


System Response










DATE OF ISSUE
This field contains the date on which the document you are refunding was originally issued. To update this field, enter: TRFU/I25NOV09

/I 25NOV09                  Slash, Issue Date Identifier Date of Issue

System Response











ADD DOCUMENT RANGE
This field contains the ticket/document number or number range of the documents you are refunding. To add two conjunction tickets, for example, enter: TRFU/DA2


/DA 2            Slash, Document range identifier Number of consecutive document numbers to add

System Response












DELETE DOCUMENT RANGE
To delete the document numbers from the existing number range, enter: TRFU/DX2

/DX 2                Slash, Delete range Identifier Number of consecutive document numbers to delete

System Response









ADD CHECK DIGIT
To add check digit, enter TRFU/D1DG6

/D            Slash, Document Field Identifier
1              Number of the document to which check digit applies  
DG          Check digit Identifier
6             Check digit

System Response












ADD DOCUMENT COUPONS
This field contains the unused coupons of the document you are refunding. To add coupons, enter: TRFU/D1C34/D2C12

/D1            Slash, Document Number 1 field identifier
C34           Coupon number 3 and 4
/D2            Slash, Document Number 2 field identifier 
C12            Coupon number 1 and 2

System Response












DELETE DOCUMENT COUPONS
To delete the existing coupon, enter: TRFU/DX1C12/DX2C34

/DX            Slash, Delete document identifier
1                Document number 1
C12            Coupon 1 and 2 (Used coupons to delete)
/DX            Slash, Delete document identifier
2                Document number 2
C34            Coupon 3 and 4 (Unwanted coupons to delete)

System Response













DOCUMENT TYPE
The document type field identifies whether or not there is a document coupon to refund. For documents to be refunded, this field must be set to y for yes. When this field is set to Y, it is mandatory to have a value in the coupons field.

If there is no document coupon available for refund, for example in specific cases of denied boarding or downgrading, this field can be set to n for no and the coupons field to 0000. To update this field, enter: TRFU/TKTY

/TK          Slash, Document type field identifier
TY           Y (Yes), N (No)

System Response






ITINERARY TYPE
This field identifies the type of sale (Domestic or International) of the document you are refunding. To update this field, enter: TRFU/SI

/S        Slash, Type of sale field identifier
I          I (International), D (Domestic)

System Response












FARE PAID
This field contains the original fare paid (excluding taxes) of the document you are refunding. To update this field, enter: TRFU/F1500

/F                 Slash, Fare paid field Identifier
1500            Fare Paid Amount (1 – 11 characters)

System Response












FARE USED
This field contains the fare that applies to the coupons of the document that have already been used. To update this field, enter: TRFU/U650

/U                Slash, Used Fare field Identifier 
650              Used Fare Amount (QAR 650.00)

System Response:













COMMISSION
This field contains the commission that applies to the original sale of the document you are refunding. To update this field, you can make the following entries:
  • TRFU/FM7 
  • TRFU/FM7N 
  • TRFU/FM100.00A
/FM                   Slash, Commission Field Identifier 
7                        Percentage Value for commission 
7N                     Percentage, Calculated on Net Fare 
100.00A            Fixed Amount as commission


System Response:






CANCELLATION PENALTY
This field contains the cancellation penalty that applies to the refund. To update this field, you can make the following entries:
  • TRFU/CP100 
  • TRFU/CP100A
/CP            Slash, Cancellation Penalty field identifier 
100            Percentage (100%) 
100A         Amount (QAR100.00)

System Response














Note: If you don’t enter the Amount indicator (A) in your entry, the system defaults to percentage.

CANCELLATION PENALTY COMMISSION
This field contains the commission that applies to the cancellation penalty charged for the refund. To update this field, you can make the following entries:
  • TRFU/CM7
  • TRFU/CM100A
/CM               Slash, Commission applies on penalty field identifier 
7                    Percentage (7%) 
100A             Amount (QAR100.00)


MISCELLANEOUS FEE
In this field, you can enter an amount for administrative charges related to the refund. To update this field, enter: TRFU/MF100.00

/MF                    Slash, Miscellaneous Fee field Identifier 
100.00                Amount (QAR100.00)


ADD TAX FOR REFUND
This is the sum of the unused refundable taxes in the refundable tax record. You can add, update and delete individual taxes in the refundable tax record.

To display the tax record from the refund record, enter: TRFT

To add an individual unused tax, enter one of the following:
  • TRFU/TA260.00GB
  • TRFU/TA20.00XFJFK4.50
/TA                Slash, Tax add field identifier 
260.00           Tax Amount 
GB                 Tax code 
20.00             Tax Amount 
XF                 Tax Code 
JFK4.50        Airport/Segment Tax Breakdown (Three Alpha and 1-5 Characters including decimal placement)

System Response:












UPDATE EXISTING TAX
To update the existing tax amount, enter: TRFU/TU1-180.00

/TU                 Slash, Tax update field identifier 
                    Tax number 1 
-                      Dash 
180.00            Amount require (QAR180.00)

System Response:













DELETE TAX
To delete the individual tax, enter: TRFU/TX4

/TX        Slash, Delete tax field identifier 
4            Tax on Line number 4

System Response:












TOUR CODE
This field contains the fare discount code/tour code that applies to the document you are refunding. To update this field, enter: TRFU/TCNRD00500

/TC                            Slash, Tour code Field Identifier 
NRD00500                Tour code

System Response:













NET REFUND
This field is used for net remit tickets. It contains the net fare amount to be refunded. The net refund must be equal to or less than the fare paid value. To update this field, enter: TRFU/NF850.00

/NF                    Slash, Net refund field identifier 
850.00               Net Refund Amount (QAR850.00)

System Response:














FORM OF PAYMENT
This field contains the form or forms of payment for the document you are refunding and for the refund. You can enter up to three different forms of payment.

To update this field, enter, for example: TRFU/FP1CASH

/FP                    Slash, Form of payment Field Identifier
1                        Form of payment number 1
CASH

System Response:

















FORM OF PAYMENT AMOUNT
This is the amount to be refunded for a specific form of payment. To update the form of the payment amount, enter: TRFU/FPA11750.00

/FP                    Slash, Form of Payment field identifier 
A                       Amount Identifier 
1                        Form of Payment Number 1 
1750.00            Amount for a refund (QAR1750.00)

System Response:

















REMARKS
In this field, you can enter additional information related to the refund. To update this field, enter: TRFU/RMDUE TO NO OPERATION

/RM                                   Slash, Remarks field identifier
DUE TO.........                   Free Flow Text


ORIGINAL ISSUE
This field contains the original issue information when you are refunding an exchange document. To update this field, enter:
TRFU/FO1254810067610DOH15APR1077777722

/FO                                    Slash, Original issue field identifier 
1254810067610                Document Number 
DOH                                 Place of issue 
15APR10                          Date of issue 
77777722                          Document issued office IATA number


FULL REFUNDS
Following are the steps to process the full refund on Amadeus which is reported to the local BSP.


STEP1
Initiate a refund and display the refund record by using any one of the following options.
Using document number, enter:
From PNR, enter
From Query report (TJQ)

TRF 125-4810006632
TRF/L6
TRF/ I – 001528
(Ticket Number)
(‘’FA’’ / ‘’FHE’’ on line 6)
(Sequence number 001528

STEP 2
If any cancellation penalties enter: TRFU/CP100A

Where: 
TRFU             The transaction code to update refund record 
                     Slash 
CP                  Cancellation Fee Indicator 
100                 Amount in Local Currency (Qatari Riyals) 
A                    Amount Indicator


NOTE: When you refund a document with a cancellation penalty and you do not specify amount indicator (A), the system considers the default to always be a percentage (P).


STEP 3
To process the refund, enter: TRFP 

System Response:
OK ETKT RECORD UPDATED SAC- 125SDXU4IWDWO 
OK - REFUND PROCESS


The status of all refunded coupons in the e-ticket record is changed to 'R' (refunded) after which it can not be reversed to ‘’O’’ / ‘’A’’

In the PNR, the existing FA element for the refunded ticket is removed, stored in the PNR history, and replaced by a new FA element that includes the ER status code; this indicates that the ticket has been refunded.

For Example:

Electronic Ticket Refund:
FA PAX 125-4810006632/ERBA/S2-3 
Here: ER Status Code (Electronic Ticket Refunded)

You can ignore a refund record at any time prior to processing (TRFP) the record with the following entry: TRFIG

From the Query Report (TJQ) display, you can cancel a refund record (If Airline Support cancels function for refunds) that has already been processed by entering the following before the sales report reported to local BSP: TRDC/001537


FULL REFUND EXAMPLES
Following are the examples for a full refund:


PUBLISHED FARE FULL REFUND
For example, a ticket 125-4810067612 needs to be fully refunded with QAR100.00

Cancellation/Refund Penalty. The following steps will apply.

PNR











QUERY REPORT









STEP1
Initiate a refund and display refund record by using any one option of the following options:

Using document number, enter:
From PNR, enter
From Query report (TJQ)

TRF125- 4810067612
TRF/L6
TRF/I- 003681
(Ticket Number)
(‘’FA’’ on line number 6
(Sequence number


System Response












STEP2
Update the Cancellation/Refund Penalty, enter: TRFU/CP100A 

System Response














STEP 3
To process the Automated Refund: TRFP 

System Response




STEP 4
To display the e-ticket record, enter: TWD/TKT125-4810067612 

System Response












STEP 5
To display the Query report for refunded documents, enter: TJQ/SOF/QTC-RFND 

System Response





NET FARE FULL REFUND

Following are the steps for Net Fare full refund.

For example, an e-ticket 1254810067615 was issued for Published Fare
QAR17450 and Net / Market Fare QAR10000.00 with taxes QAR1900.00 

Issued e-ticket Record:












STEP 1
Initiate a refund and display refund record by using any one option of the following options:


Using document number, enter:
From PNR, enter
From Query report (TJQ)

TRF125- 4810067615
TRF/L6
TRF/I- 003686
(Ticket Number)
(‘’FA’’ on line number 6
(Sequence number



System Response:














STEP 2
As per the Fare rule, QAR410.00 Penalty will apply before departure:


















STEP 3
Update the cancellation penalty amount, enter: TRFU/CP410A 
System Response:














STEP 4
To process the refund, enter: TRFP 

System Response:





STEP 5
To display the Query report for refunded documents, enter: TJQ/SOF/QTC-RFND 

System Response


STEP 6
To display the e-ticket record, enter: TWD/TKT125-4810067615 

System Response:







PARTIAL REFUNDS

We use the partial refund option to refund some unused coupons of the documents. When a partial refund is required the data can be changed by using TRFU transaction.

PARTIAL REFUNDS EXAMPLES
Following are the examples for the partial refunds


PUBLISHED FARE PARTIAL REFUND

For example, an e-ticket 1254810067614 was issued for Fare QAR26340 and taxes QAR1900.00

Issued E-ticket Record:










Travel Agent needs to be partial/Half refund with Fare QAR7440.00, Taxes QAR1260 and refund charges QAR100.00. The following steps will apply:

STEP1
Initiate a refund and display a refund record by using any one of the following options.

Using document number, enter:
From PNR, enter
From Query report (TJQ)

TRF125- 4810067614
TRF/L6
TRF/I- 003683
(Ticket Number)
(‘’FA’’ on line number 6
(Sequence number)



System Response:















STEP 2
Update the utilized fare for used coupons, enter: TRFU/U18900 

System Response:















STEP 3
If any Cancellation/refund Penalties enter: TRFU/CP100A 

System Response:
















STEP 4
To display Tax record, enter: TRFT 

System Response:













The utilized taxes are: QAR 580.00 YQ (T1), QAR 20.00 YQ (T2), and QAR40.00 QA (T3).

Refundable taxes are: QAR 580.00 YQ, QAR 20.00 YQ, QAR520.00 GB, and QAR140.00 UB

STEP 5
To update refundable tax, enter: 
TRFU/TU1-580 (T1)
TRFU/TU2-20 (T2)

System Response:













STEP 6
The fully utilized tax QAR40.00 QA (T3) and needs to be deleted, enter:
TRFU/TX3

System Response:












STEP 7
To display the active refund record panel, enter: TRF 

System Response:

















STEP 8
To process Auto refund: TRFP 

System response:






STEP 9
To display Query report, enter: TJQ/SOF/QTC-RFND 

System Response:





NET FARE PARTIAL/HALF REFUNDS

Following are the steps for Net Fare Partial/Half full refund.

For example, an e-ticket 1254810067616 was issued for Published Fare

QAR17450 and Net / Market Fare QAR10000.00 with taxes QAR1900.00 

Issued e-ticket Record:













Travel agent needs to be partially refunded with Net Fare QAR5000.00, Taxes

QAR640.00 and Penalty QAR410.00. The following are the steps will apply:


STEP1
Initiate a refund and display a refund record by using any one of the following options.

Using document number, enter:
From PNR, enter
From Query report (TJQ)

TRF125- 4810067616
TRF/L6
TRF/I- 003687
(Ticket Number)
(‘’FA’’ on line number 6
(Sequence number)





System Response:













USED FARE CALCULATION
The following formula will apply to calculate the used fare:

{FARE PAID (Published) – FARE REFUNDABLE (Net Fare) = FARE USED}

Here:
FARE PAID                                        QAR17450.00
REFUNDABLE NET FARE              QAR5000.00
Used Fare                                            {17450.00 – 5000.00 = 12450.00}


STEP 2
Update the Used Fare, enter: TRFU /U12450 

System Response:















STEP 3
Update the refundable NET FARE Amount (QAR5000.00), enter: TRFU/NF5000 

System Response:














STEP 4
Update cancellation/Refund penalty (If Any), enter: TRFU/CP410A 

System Response:














STEP 5
Display the TAX panel, enter: TRFT 

System Response:









The utilized taxes are as: QAR 580.00 YQ (T1), QAR 20.00 YQ (T2) and QAR40.00 QA (T3)
Refundable taxes are as: QAR 580.00 YQ, QAR 20.00 YQ, QAR520.00 GB and QAR140.00 UB


STEP 6
To update refundable tax, enter: 
TRFU/TU1-580 (T1)
TRFU/TU2-20 (T2)

System Response:











STEP 7
The fully utilized tax QAR40.00 QA (T3) and needs to be deleted, enter:
TRFU/TX3

System Response:










STEP 8
To display the active refund record panel, enter: TRF 

System Response:















STEP 9
Update Refundable total Amount in the Form of Payment, where QAR5850.00 is the net refundable total amount, enter: TRFU/FPA15850


System Response:















STEP 10
To process Auto refund: TRFP 

System response:




STEP 11
To display Query report, enter: TJQ/SOF/QTC-RFND 

System Response:


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