Refunds can be added using CSV files. This guide covers how to download the import template, upload your data, and submit it for payment.
📌Note: If you have a Facilities Managed (FM) SUN, you can't process refunds through your account. To enable refunds, you'll need your own SUN via a sponsoring bank and must request the credit facility.
📌Note: Upload a credit file only once. If there are invalid records, delete or correct them - don't reupload the same file. Promptly delete any unsubmitted files you don't intend to submit to avoid duplication.
📌Note: Be careful when filling in the DueDate column. Dragging down can create a sequence of dates, resulting in one payment per day instead of all on the same date.
Click the FILE UPLOAD tab.
From the Template Library, select System New Credit Payments template.
Click Download icon to save the blank template.
The template has four fields to complete:
DirectDebitRef (this is the Bank Ref shown on DDCMS): The Direct Debit reference of the contract you are refunding.
Amount: The amount of the refund(e.g. 4.99).
DueDate: The date that you would like to refund DD/MM/YYYY format.
Comment: A comment relating to the refund that you would like to store in the database (this is optional).
Complete the fields and save in a CSV or XLSX format.
In the FILE UPLOAD tab, select Upload a file.
Select your template from the drop-down menu.
Under Data File, click to select the file.
Click Upload File icon.
If validated with errors, you need to correct the errors before you can submit the file.
We then advise downloading a Future Payments Due report to double check that the submission is correct. A refund shows as a minus amount on the report.