Processing refunds
It sometimes happens that you need to refund money to a guest. For example, when refunding a security deposit or upon cancellation. There are multiple ways to do this.
To be able to refund an amount, there must first be an invoice with an amount to be refunded. You find these in your Financial module, under 'Invoices to pay'. All released security deposits, refunds related to cancelled reservations, and settlements to be paid to owners are in the list.
You can refund these via a payment batch, individually via a payment method of your choice, or via your payment provider.
This is a different process than refunding POS transactions with a receipt. To refund a receipt, read: Kassabonnen crediteren
Refunding via payment batch
In the overview of invoices to pay, you can select all amounts to be refunded using the checkboxes and merge them into a payment batch. For this, you must have an IBAN number for the recipient.
Ensure that the template 'Request guest for IBAN number' is active. This will proactively ask your guests for their IBAN number. This makes processing refunds easier.
After creating the batch file, you can export a bank file and import it at your bank. You then confirm the payment batch so that the payments are automatically added to the invoices.
It may happen that the amount of the batch payment is higher than what is allowed by your bank. Just split the payment batch into several smaller payment batches.
Individual refund
Open one of the invoices to be refunded from the list. Click the button '+refund' at the bottom. The amount to be refunded is filled in, and you can choose a payment method from the dropdown to execute the refund.
To issue the amount as a voucher or to return it as cash, you must specify the cash register you will be using for this. If you choose 'bank transfer', you must manually execute this transfer at your bank. The option 'imported from another system' is only applicable if this amount to be refunded has been part of an import and does not need to be paid via BEX PMS. This last refund method then ensures that this invoice disappears from your list.
Refunds via Mollie
It is also possible to refund reservations via payment provider Mollie, if you have an account there. For this, it is necessary that the initial payment was also executed by Mollie. This can be an online or card payment.
Log in to Mollie, and execute a refund there. Mollie explains how on this page.
When you initiate a refund via Mollie, it often takes 24 hours for the payment to be processed. This depends on the guest's payment method.