Procedure
The Automated Refund feature allows you to refund sales documents in the Amadeus system. The office profile record indicator (ARF) in your office profile must be set to Yes.
Refund transactions (TRF) automatically search for the original ticket sales data that is stored in the Central Ticket System Document Database and use it to populate refund records. Ticket sales data is available for 180 days. If the data is unavailable, you can enter the refund details into a blank refund record.
You can refund e-tickets that have status codes:
- O (Open)
or - A (Airport control)
You can indicate a refund for e-tickets using any of the following entries:
Entry | Description |
|---|---|
TRF172-12345678900 | Refund by ticket number |
TRF172-12345678900/FULL/CP100.00A | Process a full refund by ticket number and with a cancellation penalty of EUR100.00 |
TRF172-12345678900/FULL/CP10 | Process a full refund by ticket number and with a cancellation penalty of 10 percent |
TRF/L6 | Refund by FA line number in the PNR |
TRF/I-378 | Refund by item number on the Query Report |
TRF172-1234567890/FULL | Process a full refund by adding the /FULL option to your entry. |
TRF172-1234567890/ZERO | Refunds an e-ticket with a total equal to zero, for example, TST total |
TRF/L6/NOREP | The refund is not reported in your reporting or back office files. Note: This option is used when registering specific e-tickets via IATA BSP Link. |
TRF/I-378/BLANK | To initiate a blank refund record. Note: The option can only be used when no sales document data is available in the system database. |
TRFP | Process the refund |
TRFIG | Ignore the refund |
Example of a refund record:
REFUND RECORD AGT-17XXXXXX AA/21JUN23 F TKT-Y
NM NAME NIELSEN/LARS MR
I ISSUED 17APR23
D1 DOCUMENT 072 1234567890 1 CPNS 1200
F FARE PAID DKK 646
U FARE USED 0/
FARE REFUND 646
XT TAX REFUND 681 >TRFT
REFUND TOTAL 1327
FM COMMISSION 0 0.00P
FP1 NONREF 1327
S ITINERARY INTERNATIONALEnter HE TRF for more information.
Working with refunds (Graphic)
Procedure
The Automated Refunds feature allows you to refund sales documents in Amadeus. The office profile record indicator (ARF) in your office profile must be set to Yes.
Ticket sales data is available for 180 days. If the data is unavailable, you can enter the refund details into a blank refund record. The record must be updated manually.
- In the E-tickets and EMD section, click the e-ticket number of the ticket that you want to refund.
- In the E-ticket window, click Refund.
- In the Refund window, select the refund type and click Continue to refund record.
- Update the record, if necessary, in the Refund calculation section. Enter, for example, the fare that was used and save the refund record.
Note: To see the fare conditions for your ticket, click Show fare conditions.
- To update the tax information, click Show Breakdown.
- Delete the taxes that are not refundable and update the taxes that are not fully refundable.
- Update the refund record with a cancellation fee, if any. Click Save Changes.
Click Process Refund.
The refund types are processed immediately without being displayed. This applies only to the following refund types: Full refund, No report refund, or Automatic full refund.
| Refund type | Description |
Basic | Refunds fully open or partially flown e-tickets. All remaining open coupons with status O (Open) or A (Airport control) can be refunded |
Full Refund | Refunds fully open e-tickets without displaying the refund record first |
No Report | Refunds with the airline without displaying the refund record first |
Tax Only | Refunds the tax only |
Zero | Refunds an e-ticket with a total equal to zero, for example, TST total |
ATC Basic | Automatically populates the refund record with refund data. Unlike ATC Full, this refund must be processed |
ATC Full | Automatically populates the refund record with refund data. Unlike ATC Basic, this refund is processed directly. No updates can be made before processing. This type of refund is only applicable to fully open e-tickets. |
How to refund an unused e-ticket with a cancellation penalty (Cryptic)
Procedure
Before you start
- Check that the statuses of all e-ticket coupons related to the refund are open for use (O).
- Confirm that the ticket can be refunded.
- Check whether a cancellation penalty and other fees are applied.
- Initiate a full refund for an unused and refundable ticket with an amount as the cancellation penalty. Enter the record by ticket number, for example:
TRF125-5236554055/FULL/CP100.00A
Or:
Enter the record from the PNR by the ticket FA line number with a percentage as the cancellation penalty. For example:TRF/L6/FULL/CP25
- These entries will be processed without displaying the refund record first. To display the refund record first, initiate the refund.
Enter, for example:TRF125-6796847437
Or:TRF/L6
System response:
REFUND RECORD AGT-17XXXXXX AA/05JUL23 F TKT-Y NM NAME JOHNSON/ERIC MR I ISSUED 06JUN23 D1 DOCUMENT 125 6796847437 1 CPNS 1200 F FARE PAID DKK 2108 U FARE USED 0 FARE REFUND 2108 XT TAX REFUND 451 >TRFT REFUND TOTAL 2559 FM COMMISSION 0 0.00P FP1 CASH 2559 S ITINERARY INTERNATIONAL - Update the refund record with the cancellation penalty as an amount. For example:
TRFU/CP100.00A
Or:
Enter the cancellation penalty as a percentage. For example:TRFU/CP25
System response:
REFUND RECORD AGT-17XXXXXX AA/05JUL23 A TKT-Y NM NAME JOHNSON/ERIC MR I ISSUED 06JUN23 D1 DOCUMENT 125 6796847437 1 CPNS 1200 F FARE PAID DKK 2108 U FARE USED 0 FARE REFUND 2108 CP CANX FEE 527 25.00P XT TAX REFUND 451 >TRFT REFUND TOTAL 2032 FM COMMISSION 0 0.00P FP1 CASH 2032 S ITINERARY INTERNATIONAL - Process the refund with the
TRFPentry.
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