How to approve/reject a refund request

How a team lead approves a refund request

1. Click on Tenancies under Housing to view all the current tenancies.
2. Double-click the tenancy with a refund request needing your approval.
3. Navigate to the RENT & BALANCES tab to review current tenancy transactions and charges.
   
   
   Note: this is your check to ensure that the tenant does have a credit sitting in their account and that the request is valid
4. Navigate to the REFUNDS/ADJUSTMENTS tab. 
   
   
   
5. The first table contains the refund request. Double-click on the request you would like to approve.
6. Ensure the form is showing correctly on 'refund'. There is a small arrow under the title to change this. 
   
7. Tick Team Leader/Manager Approve.
   
   
   
8. Save & Close

How does the finance team approve and action a refund request

1. Click on Tenancies under Housing to view all the current tenancies.
2. Double-click the tenancy with a refund request needing your approval/action.
3. Navigate to the RENT & BALANCES tab to review current tenancy transactions and charges.
   Note: this is your check to ensure that the tenant does have a credit sitting in their account and that the request is valid
4. Navigate to the REFUNDS/ADJUSTMENTS tab.
5. The first table contains the refund request. Double-click into the request you would like to approve or decline.
6. The fist box contains the refund request and the reason for the request.
7. The second box contains the Team Leader/Manager approval.
8. The third box is for finance only, tick approve or reject.
   Note: the approved by/rejected by and date approved/date rejected should fill in automatically
9. Save & Close

What to do if a rent refund request is rejected

1. Navigate to the tenant’s OVERVIEW tab
   
   
   
2. To create an email to notify the correct person of the status of the refund, see how to create an email in Zavanti
   Note: if a refund was rejected, the record needs to be deactivated by the team member who requested the refund
3. To deactivate a rejected rent refund request, navigate to the REFUNDS & ADJUSTMENTS tab of the tenancy
   Note: the first table will display your refund request and the Status Reason should say ‘Rejected/cancelled’
   
   
   
4. Tick the rent refund line that needs deactivating
   
   
   
5. Select Deactivate
   
   
   
6. A pop-up will appear, select Closed as the Status Reason and Deactivate
   
   
   Note: the status for the rent refund line should now be changed to Closed