Refunds, credit notes and MoMo payouts

A refund or a credit note moves nothing until someone other than the person who asked approves it.

Finance or the Owner decides refunds and credit notes. You cannot approve your own request.

Ask for a refund

1. Open the invoice and choose Refund….
2. Under How much, choose The full amount or Part of it. If the invoice has several lines, part of it is given back line by line, with a credit note.
3. Under Where it goes, choose Into the customer’s wallet here or Back to the MoMo number that paid.
4. Choose a Reason, and write the note for the people who approve: what happened, and how you checked it.
5. Choose Send for approval.

What this refund makes shows the credit note, the VAT line and what happens to the tax receipt before you send.

If a customer paid twice, the screen offers Refund a duplicate payment. A duplicate payment was never income, so no credit note is issued.

Approve a refund

1. Go to app.gettaji.com/admin/invoices/refunds. Refunds waiting for approval lists them. See sent refunds shows the ones already sent.
2. Open one and read the note and the figures.
3. Enter your Authenticator code. Approve asks for a fresh code every time.
4. Choose Approve and send RWF 9,000 for MoMo, or Approve and refund RWF 9,000 for the wallet (the button names the amount).

You can also choose Send back with a question or Reject…. Both need a reason.

When two approvers are needed

Refunds above the amount you set need two approvers who did not request it. Set it under Settings › Customers › Refunds and cancellations, in Refunds above this need a second approver. If it shows Sample, the value is not confirmed yet: change it or choose Confirm this amount, then save.

The same page sets what a customer gets back when they cancel: Full refund within a number of days, and what happens After those days.

Issue a credit note

Invoices cannot be edited. A mistake on a tax invoice is fixed with a credit note.

1. Open the tax invoice and choose a credit note in the line under it.
2. Under What are you correcting?, choose The whole invoice or One line, or part of it.
3. Choose a reason and write the Note (required).
4. Choose where the credit goes: Into the customer’s wallet, or Used on their next invoice.
5. Choose Send for approval.

The credit note number is set by the ledger when it is approved. Requests wait on Credit notes to approve, from the top of Invoices.

MoMo payouts that need a person

A MoMo refund through InTouchPay is a payout to the customer’s phone. Sometimes InTouchPay does not say whether it arrived. The refund then shows Needs a person.

1. Check with InTouchPay. Nothing is sent again from Taji.
2. If it arrived, choose Mark payout paid. Write What InTouchPay said, and how you checked, and enter your code.
3. If it did not arrive, choose Mark payout not sent, then Ask a second person. Another Owner or Finance member chooses Approve: not sent.
4. Once it is marked not sent, you can refund to the wallet instead.

Check carefully before you mark a payout not sent. If InTouchPay pays it after all, the customer is paid twice.

If something goes wrong

Contact Taji support at [email protected] or +250782009639.