For users currently utilizing a GLF Connect system integrated with Oracle Micros Point of Sale (POS), a new refund feature is now available! Previously, users could push various charges to the POS at their facility, however, when a refund was necessary, they had to seek additional support.
With this new feature, users with the appropriate refund rights can now process refund checks for the following transactions directly at the POS:
Private Lesson Charge: This applies to any one-on-one booking, such as club fitting or private lessons. The initial charge for the lesson is eligible for a refund.
Class Revenue Charge: This refers to the initial revenue charge for a class booking. A refund can be issued only if the session amount for any class has not yet been closed on the POS.
Unused Lesson Package Charge: This charge pertains to a lesson package purchased via the Coaching Store, where the lesson credits included in the package have not been utilized.
Partially Used Lesson Package Charge: This is the initial charge for a lesson package from the Coaching Store where some lesson credits have been used. The remaining credits will be refunded.
An overview of the main features is outlined below:
User Rights
The ability for users to issue refunds for the transaction types listed above depends on having the appropriate rights within the system. These rights have been granted to individuals at your facility who hold these operational responsibilities. Users without these rights will still be able to see transactions for which refunds have been issued through the schedule and the Micros Transactions screen.
If you need the ability to issue refunds on your account, please reach out to Jennifer Bermingham on Jennifer.Bermingham@invitedclubs.com.
Issuing a Refund
Users can issue refunds for the previously mentioned transaction types in several areas of the system. Refunds for classes and private lessons can be processed via the Schedule View as can be seen on the image below:
For lesson packages purchased through the Coaching Store, refunds can be issued using the Academy Credits Screen, available to users with the Manager role. Refunds for all transactions can also be processed through the Micros Transactions screen by selecting the relevant tab associated with the transaction type. Please note that this screen is accessible only to those with manager user role access.
Detailed instructions for issuing refunds are provided in the Micros operating procedure manuals and the online training module.
New Refund Status
In certain areas of the system, users will notice a new Refund Status icon alongside the existing traffic light system. This addition will help users identify the status of transactions where a refund has been requested for the initial charge but has not yet been issued.
For example, one the image below, a new refund status icon has been added to the schedule guide and this icon will appear on a private lesson booking where a refund has been requested:
Micros Transactions Screen Enhancements
The Micros Transactions Screen serves as the central hub for tracking the status of transactions pushed to the POS. We have implemented important changes to enhance the user experience, allowing for easier refund processing, status tracking, and access to additional information. The main enhancements include:
Refund Status Column - A new column called “Refund Status” has been added to the booking, lesson package, and subscription tabs. This column displays the traffic light status of each transaction in relation to any refunds issued.
Refund Menu Option - Users with the appropriate rights can now initiate a refund for the initial charge directly from any of the tabs via the action menu option.
Refunded Transactions Tab - When a refund request is sent for a transaction, users can check its status and view further details in the new Refund Transactions Tab. This tab provides key information, such as the refund check number and the traffic light status. Users can also cancel the refund request and view additional details related to both the refund and the original charge.
New Refund Report
A new Refund Report has been implemented in the Reports screen, accessible to Manager users. This report allows users to generate exportable reports using various filters and across different time periods, similar to the existing reports. When exported, users can view additional information via two tabs:
Lesson Revenue Refunds - This tab displays refunds that have been closed on the POS related to private lesson or class revenue charges.
Lesson Package Refunds - This tab shows refunds that have been closed on the POS for lesson package charges, whether fully or partially used.
In this report, users can access important details, such as the check number of the initial charge, the refund closed date, and the refund check number:
Recommended Training
Further detailed guidance is available in the Micros operating procedure manuals and the online training module accessible via the Training Hub on GLF. Connect:
- Managers SOP Manual - Click Here
- Instructors SOP Manual - Click Here
- Coach Getting Started: Micros Integration - Click Here