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    CARS for Collectors29 June 2016

    2008 IBM Corporation

    CARS User Guide for Refunds(COMMON ACCOUNTS RECEIAB!E S"STEM#

    CARS

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    Refund Handling what has to be done when, how and why T*e purpose of t*is do%u+ent is to define a refund, des%ri-e t*e *and$in. of

    t*e Ad/ust+ent Approa$ Too$ 1B (AAT 1B#, *i%* is used to re3uest t*e

    re3uired approa$s for Refunds, *o to .et t*e a%%ess to t*e AAT 1B and *o

    to pro%ess t*e refund ad/ust+ent in CARS4

    T*e AAT 1B is i+p$e+ented for t*e fo$$oin. %ountries5 Austria, Be$.iu+,

    1en+ar6, 7in$and, 7ran%e, Ger+an, Ita$,Ire$and, Net*er$ands, Nora,

    9ortu.a$, Spain, Seden, Sit:er$and, Sout* Afri%a and t*e U;4

    elegation MatrixRefund

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    1efinition of a Refund

    A refund is defined as a pa+ent +ade in faor of a Custo+er in refund of an

    a.reed %redit -a$an%e or oerpa+ent situation on CARS4

    T*e pro%edure starts it* a for+a$ re3uest fro+ a Custo+er or potentia$ refund

    identifi%ation - a Cas* Ad+inistrator it*in t*e app$i%ation of %as* = una$$o%ated

    %as* +ana.e+ent pro%ess and ends it* t*e dispat%* of a %*e3ue or -an6

    transfer, and t*e sett$e+ent of t*e Open %redit -a$an%e ite+ on t*e $ed.er4

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    Refund 9ro%ess

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    Eit*ert*e Cas* Ad+inistrator identifies a potentia$ refund situation %o+in. fro+ t*e Cas*

    App$i%ation or t*e Una$$o%ated Cas* Mana.e+ent 9ro%ess, *i%* resu$ts in an infor+ation to

    t*e %o$$e%tor responsi-$e - +ai$, or t*e %o$$e%tor .ets a dire%t re3uest fro+ t*e %usto+er

    it*in t*e Co$$e%tion 9ro%ess4

    T*e %o$$e%tor responsi-$e ana$ses t*e %usto+er a%%ount state+ent it* re.ards to open

    inoi%es

    If open inoi%es do appear on t*e %usto+er a%%ount, %onta%t t*e %usto+er in order to

    o-tain re+ittan%e infor+ation for t*e una$$o%ated %as*

    If t*e %usto+er does proide re+ittan%e infor+ation, pro%eed it* app$in. t*e%as* to t*e open ite+(s# a%%ordin. t*e proided infor+ation

    If t*e %usto+er does not proide re+ittan%e infor+ation, %*e%6 if t*e situation

    %an -e %$assified as an e@%eptiona$ situation and %onse3uent$ ou$d /ustif to

    pro%eed it* a refund

    If t*ere is no/ustifi%ation to pro%eed it* t*e refund on an e@%eptiona$ -asis,%ontinue it* Una$$o%ated Cas* Mana.e+ent

    If t*ere is /ustifi%ation to pro%eed it* t*e refund on an e@%eptiona$ -asis,

    %ontinue under -4

    T*e refund of a perfor+an%e -onus to Business 9artner %an -e %onsidered as an e@%eption4

    T*e /ustifi%ation of no %redit situation in CARS is not re3uired, *i$e t*e infor+ation t*at t*e

    refund is pro%essed for t*e perfor+an%e -onus is needed4

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    If open inoi%es do not appear on t*e %usto+er a%%ount or an e@%eptiona$ situationto pro%eed it* t*e refund ana is .ien and a 19! %*e%6, in a%%ordan%e it*

    Corporate Instru%tion 7IN8>, does not preent an refund5 *ttp5==4 T*e ne.atie %onfir+ationD issued to t*e %usto+er+ust spe%if t*at, it*out an anser it*in 8 -usiness das, IBM i$$

    pro%eed it* t*e refund4 T*e infor+ation proided to t*e %usto+er s*ou$d%ontain as a +ini+u+5 refund a+ount, inoi%es=%redit notes nu+-ers if an,reason for refund (oerpa+ent, dou-$e pa+ent, %redit note, a%%ount%reditor# and +ode of refund4 ne.atie %onfir+ationD do%u+entation +ust -eretained a$on. it* t*e ot*er refund do%u+entation for audit purposes4

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    T*e Co$$e%tor initiates t*e Refund Ad/ust+ent in CARS, +isdire%ted

    pa+ents are done - t*e Cas* Ad+in Tea+

    9repare re3uest for o-tainin. t*e approa$ *i%* is ne%essar a%%ordin.

    de$e.ated %$ip $ee$ and in $ine it* 7IN0 t*rou.* t*e Ad/ust+ent

    Approa$ Too$ (AAT# *i%* is a or6f$o notes data-ase to support t*e

    refund approa$ pro%ess4 T*is +ust %ontain5

    T*e paee (%usto+er# na+e, address

    T*e %usto+er IBM a%%ount nu+-erT*e %usto+erDs -an6 a%%ount nu+-er

    T*e ritten %onfir+ation fro+ %usto+er or ne.atie %onfir+ation

    9roof of t*e %redit situation in CARS4 T*is s*ou$d in%$ude a reie of

    t*e tota$ %usto+er entit to ensure t*ere are no a%%ounts it*

    de-it -a$an%es, *ere t*e %redit tota$ %ou$d -e used (it* prior%usto+er a.ree+ent#, to sett$e open ite+s4

    In %ase of no %redit situation in CARS, /ustifi%ation for t*is e@%eption

    7or +anua$ %*e3ues t*e infor+ation a-out t*e detai$ed address, *en

    different to t*e one in CARS (in%$udin. t*e e@p$anation= /ustifi%ation for

    not usin. t*e address in CARS# in ritten for+ fro+ t*e %usto+er

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    On%e inserted t*e re3uest is su-+itted for approa$ it*in AAT

    If t*e re3uest is approed inside t*e too$, t*e initiated Ad/ust+ent in

    CARS is a$idated a.ainst t*e approa$ pa%6a.e - t*e Cas*

    Ad+inistration Mana.er (or ot*er de$e.ee#

    If a$$ approa$s *ae -een %orre%t$ o-tained and t*e ad/ust+ent

    is +at%*in. t*e re3uest, t*e %orrespondin. ad/ust+ent is

    approed in CARS, *i%* resu$ts in pro%essin. t*e refund to t*e

    treasur sste+s (furt*er +anua$ interention +i.*t -e

    ne%essar#4 7o$$oin. t*e approa$ t*e %o$$e%tor %orrespondin. is

    notified4

    In an +is+at%* is dete%ted, t*e ad/ust+ent .ets re/e%ted in

    CARS and t*e %o$$e%tor responsi-$e .ets notified

    If t*e re3uest isnot approed inside t*e too$

    In %ase t*e re/e%tion is -ased on$ on +issin. infor+ation, t*e

    %o$$e%tor *as to %reate a ne re3uest inside t*e AAT 1B ,in%$udin. t*e additiona$ infor+ation re3uired

    In %ase t*e re/e%tion is -ased on -usiness reasons, t*e

    ad/ust+ent *as to -e de$eted in CARS - t*e %o$$e%tor upon

    notifi%ation4

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    Further Guidelines:

    No Cas* refunds are a$$oed4

    Check Lists:

    C*e%6 !ists it* t*e ite+s t*at *ae to -e in%$uded to t*e re3uest it*in AAT

    Checklist Refund

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    How to create the refund adustment in CARS

    Se$e%t t*e %redit note = pa+ent affe%ted

    7or t*e %reation of t*e ad/ust+ent ou *ae to enter C

    Before %reatin. t*e refund ad/ust+ent, +a6e sure t*at ou *ae a written confirmationfro+ t*e %usto+er4

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    Under Reason for Ad/ust+ent ou *ae to enter t*e -an6 a%%ount detai$s and t*e reason=info of t*e

    refund for t*e %usto+er H if T9S is used, p$ease use t*e T9S a--reiations (T, M, C H -ased on

    our %ountr setup# and put t*e -an6 a%%ount detai$s in $ine detai$s see ne@t pa.e

    To pro%ess t*e ad/ust+ent ou *ae to enter t*e pro%ess %ode R

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    Ban6 A%%ount Infor+ation for Refunds

    Country !ransfers Che"ues #anual Refunds

    Austria n=a n=a n=a

    Be$.iu+ T Ban6 A%%ount (2 di.its# n=a M

    1en+ar6 T > di.its sort %ode 0 di.itsa%%ount n-r of t*e %usto+er

    n=a M Ban6 A%%ount

    7in$and T ) or di.its sort %ode andt*en a%%ount n-r (> di.its tota$#

    n=a M Ban6 A%%ount

    7ran%e T ? di.its sort %ode ? di.its%ode .ui%*et di.its a%% n-r

    C M Reason

    Ger+an T 8 di.its sort %ode 2 di.itsa%%ount n-r p$us 00 in t*e end

    n=a M

    Ire$and T ) di.its sort %ode 8 di.its-an6 a%%ount nu+-er

    C M

    Ita$ 00000 Ban6 A%%ount R n=a

    Net*er$ands T 0 2 di.its for t*e -an6 di.its for t*e -an6 A%%ount or

    Giro Ban6 T9 0 2 di.itsfor t*e -an6 di.its for t*e-an6 a%%ount

    n=a M

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    Country !ransfers Che"ues #anual Refunds

    Nora T di.its ( sort %ode and-an6 a%%ount#

    n=a n=a

    9ortu.a$ T Ban6 A%%ount n=a M

    Spain T sort=-an6 %ode > di.its

    -ran%* n-r > di.its 2 di.its6ontro$ 6e 0 di.its a%%ountnu+-er fro+ t*e %usto+er

    C M

    Seden T-. 8 di.its n=a M

    Sit:er$and if 11 in Opt > ia 1TAif no 11 H Ban6 A%%ount on$

    n=a n=a

    U; T ) di.its sort %ode 8 di.its-an6 a%%ount nu+-er

    C on$ M on$

    Ban6 A%%ount Infor+ation for Refunds

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    J*en ou *ae pro%essed t*e refund ad/4 ou i$$ see t*e ad/ust+ent nu+-er4 T*is ad/4 nu+-er ou need

    to rite don as it is re3uired it*in t*e approa$ re3uest 4

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    J*en ou *ae pro%essed t*e refund ad/4 ou i$$ find t*e %redit note=pa+ent on t*e C7 s%reen +ar6ed

    it* J (aitin. for approa$#4 No ou *ae to start it* t*e approa$ re3uest ia t*e AAT 1B4

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    $usiness Circumstances % $usiness Control Comment&

    T*e refund is pro%essed in CARS, -ut dee+ed to -e inappropriate4 T*e donstrea+

    pro%essin. of t*e refund ia Treasur is KstoppedK -efore t*e pa+ent fro+ IBM *as -een%o+p$eted4 Su%* a situation s*ou$d not o%%ur due to t*e ran.e of %ontro$ %*e%6s in p$a%e -efore

    t*e CARS pro%essin. is %o+p$ete4 It s*ou$d -e inesti.ated *o t*e %ontro$s fai$ed to preent

    su%* a transa%tion, to preent furt*er fai$ures4

    Assumption

    It is assu+ed t*at t*e refund has not left I$#, t*e user need to %onta%t Treasur dept, orsste+ support .roup for Treasur refund app$i%ation4

    An situation where the refund has irreversibly left I$#, t*e %usto+er s*ou$d -e %onta%ted

    to re3uest repa+ent of t*e funds transferred in error4

    1ependin. on *o su%* repa+ent is pro%essed in Treasur deter+ines *o CARS s*ou$d (if

    at a$$# -e updated4 If t*e returned pa+ent is processed as ARand assi.ned to CARS, t*en it s*ou$d -e

    pro%essed to t*e %usto+erKs a%%ount as an unapp$ied pa+ent4

    If t*e returned pa+ent is not processed as AR, -ut is treated as, for e@a+p$e, a fai$ed

    transfer, and is /ust reersed it*in t*e Treasur pro%ess, t*en it +a -e appropriate to

    perfor+ a refund reersa$4

    How to reverse a refund adustment in CARS

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    CARS processing solution&

    A Genera$ !ed.er Ad/ust+ent s*ou$d a$so -e used to reerse a refundad/ust+ent

    (- t*e Cas* Ad+in4#5

    Enter DAD (App$i%ation detai$# for Refund Ad/ust+ent on s%reen CG and press enter

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    On t*e s%reen C) use option C and press enter

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    Enter t*e reason for t*e ad/ust+ent it* t*e pro%ess %ode DGD and press enter

    I d D l

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    As a $ast step, enter t*e appropriate !ed.er A%%ount (see $ist on t*e $eft# on

    s%reen C8 and press enter

    Reversal Accounts ' ()#

    Austria 02 20) 0

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    T*e ite+ i$$ -e isi-$e on t*e C7 s%reen and +ar6ed it* U it*in t*e Status 7ie$d

    I t t d D l t

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    T*e detai$s of t*e ite+ i$$ $oo6 as fo$$os

    I t t d D l t

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    To %reate a ne Refund si+p$, %$i%6 on t*e Ne Refund -utton in t*e +ain +enu5

    T*e refund te+p$ate i$$ open

    7irst ou *ae to enter t*e %ountr in t*e te+p$ate

    $

    How to complete the AA! D$ Refund template

    Integrated De elopment

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    Created B (Auto+ati%#5 1isp$as t*e %urrent user *en %reatin. t*e do%u+ent for t*e first ti+e4

    1ate Created (Auto+ati%#5 1isp$as t*e ti+e and date *en t*e do%u+ent as opened and %reated for t*e first ti+e4

    Status(Auto+ati%#: S*os t*e %urrent status of t*e do%u+ent, %ontainin. eit*er t*e %urrent approa$ status, if itDs a

    ne do%u+ent, or if it *as -een %o+p$eted4 ies are $i+ited dependin. on t*is fie$d4

    Countr(Mandatory): C*oose t*e %ountr fro+ a predefined $ist

    Refund Tpe (Mandatory): T*is sets t*e tpe of Refund t*e do%u+ent s*ou$d -e, on$ a$$oin. to options, IG7 and

    Trade4

    Custo+er Na+e(Mandatory): User s*ou$d introdu%e t*e na+e of t*e %usto+er4

    Custo+er Nu+-er(Mandatory): User s*ou$d introdu%e t*e %usto+er nu+-er4

    Credit=UAC Nu+-er(Mandatory): User s*ou$d introdu%e t*e referen%e nu+-er

    !ed.er Code(Mandatory): T*e options in t*is fie$d are predefined - t*e %ountr, s*oin. on$ options aai$a-$e for

    t*at spe%ifi% %ountr4 a$ues to t*is fie$d %an -e added to t*e data-ase, - re3uestin. Support for additiona$ $ed.er

    %odes4

    Refund Met*od (Mandatory): User s*ou$d se$e%t -eteen Ban6 Transfer, C*e%6 Auto+ati% and C*e%6 Manua$4

    CARS User I1(Mandatory): T*e user I1 *as to -e entered

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    Street Address(Mandatory): User s*ou$d introdu%e t*e %usto+erDs street address4

    Cit=Ton(Mandatory): User s*ou$d introdu%e t*e %usto+erDs %it4

    9osta$ Code(Mandatory): User s*ou$d introdu%e t*e %usto+erDs posta$ %ode4

    State=9roin%e(Optional): User %an introdu%e t*e %usto+erDs State or 9roin%e, if app$i%a-$e4

    Countr (Mandatory): User s*ou$d se$e%t t*e %usto+erDs %ountr fro+ t*e $ist, if %ountries need to -e added or

    re+oed support s*ou$d -e %onta%ted4

    Tpe Of 1o%u+ent (Mandatory): User s*ou$d se$e%t t*e tpe of do%u+ent, eit*er Refund of C=N, 9a+ent,

    Credit Ba$an%e or +isdire%ted pa+ent

    Ad/ust+ent Nu+-er(Mandatory): User %an introdu%e t*e ad/ust+ent nu+-er if needed4

    9a a$ue 1ate = Credit Note 1ue 1ate (Optional): 1ate fie$d *ere t*e user %an se$e%t t*e 9a a$ue 1ate or Credit

    Note 1ue 1ate if needed4

    A+ount(Mandatory): C$i%6 on t*e LAdd a+ount fie$d and put t*e nu+-er p$us %urren%4 As soon t*is infor+ation is

    present, t*e approa$ +atri@ i$$ -e updated in t*e Lapproa$ ta-

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    A+ount in !etters(Optional):A+ount s*ou$d -e introdu%ed as te@t4

    Ban6 Na+e(Optional): User %an introdu%e t*e Ban6Ds Na+e if app$i%a-$e4

    Ban6 Address(Optional): User %an introdu%e t*e Ban6Ds Address if app$i%a-$e4

    Ban6 Cit=Ton(Optional): User %an introdu%e t*e Ban6Ds Cit or Ton if app$i%a-$e4

    Ban6 9osta$ Code(Optional): User %an introdu%e t*e Ban6Ds 9osta$ Code if app$i%a-$e4

    IBAN Code(Mandatory): User s*ou$d introdu%e t*e Ban6Ds IBAN Code or -an6 a%%ount for t*e %urrent refund4

    SJI7T Code(Optional): User s*ou$d introdu%e t*e Ban6Ds SJI7T Code or sort %ode for t*e %urrent refund4

    Ban6 State=9roin%e(Optional): User %an introdu%e t*e Ban6Ds State or 9roin%e if app$i%a-$e4

    Ban6 Countr(Optional): User %an introdu%e t*e Ban6Ds Countr if app$i%a-$e, %an -e se$e%ted fro+ t*e $ist aai$a-$e,

    if

    %ountries need to -e added, support s*ou$d -e %onta%ted4

    Reason(Mandatory): Used to spe%if t*e reason of t*e Refund4

    1etai$ed Infor+ation on *o to %o+p$ete t*e AAT 1B

    sage of the DPLDB

    o to use t*e 19! 1B

    AT - Refund Guid

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    J*en ou *ae %o+p$eted t*e te+p$ate it* a$$ t*e re3uested infor+ation = do%u+ents a%%ordin. tot*e refund %*e%6 $ist, t*e re3uest %an -e sent for approa$ - %$i%6in. on t*e Sae Refund -utton

    A%%4 to t*e %ountr and t*e a+ount ou *ae entered, t*e too$ i$$ auto+ati%a$$ send t*e re3uest tot*e %orre%t approers a%%4 to t*e %$ip $ee$4 7or t*e first approa$ a pop up indo i$$ appear and t*est $ine +.r *as to -e se$e%ted4 In %ase ou are aare t*at our +.r4 is off ou *ae ana to se$e%tour usua$ +.r4 Jit* t*e infor+ation fro+ t*e +ana.er to t*e SA Tas6 I1 t*e na+e .ien i$$ -e%*an.ed in t*e -a%6.round and send to t*e %orre%t person4

    "ou %an %*e%6 t*e re3uest in t*e Aaitin. for approa$D se%tion and in %ase of ur.en% %onta%t t*eapproer to .et it approed faster4

    I+portant5 On%e a re3uest *as -een re/e%ted, t*e do%u+ent %an not -e +odified4 T*e fo$$oin. popup +essa.e i$$ appear, if t*e user tries to edit t*e do%u+ent4

    AAT .ies ou t*e possi-i$it to %reate a %$one for+ our %o+p$eted=re/e%ted re3uest4 7or furt*erdetai$s, p$ease see t*e AAT .uide on pa.e 22 of t*is des6 pro%edure

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    A ne re3uest *as to -e %reated and t*e ad/ust+ent in CARS *as to -e de$eted as e$$

    - t*e %o$$e%tor ia option ? H Jor6$ist 9ro%essin.

    Additiona$ infor+ation a-out t*e *and$in. of t*e Ad/ust+ent Approa$ 1B %an -e found

    as e$$ dire%t$ it*in t*e AAT 1B under se%tion e$p4 T*ere ou i$$ find t*e ne%essar

    user .uide (AAT User Guide#4

    T*e re3uester re%eies an auto+ati% .enerated +ai$, *en t*e re3uest *as -een fu$$approed in AAT and *as to set t*e do%u+ent to status %o+p$eted4

    9$ease %*e%6 if t*e ad/ust+ent *as -een approed in CARS4 To %*an.e t*e do%u+ent

    to Co+p$eted, .o to t*e approed do%u+ent and %$i%6 on t*e set to %o+p$eted -utton

    $o%ated on t*e top $eft %orner of t*e do%u+ent4

    On%e t*is is done t*e do%u+ent i$$ -e +oed fro+ t*e Approed ie to t*e

    Co+p$eted ie4 T*e do%u+ent ou$d t*en -e %onsidered as %$osed4

    orklist Processin- !tion "

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    Misdire%ted pa+ents

    Mone t*at -e$on.s eit*er to a t*ird part, to a different $ed.er or to anot*er IBM

    entit t*en AR (91! e@%$uded H see ne@t pa.e#

    Misdire%ted pa+ent to a t*ird part or to anot*er IBM entit5

    H Refunds are done by Cash Admin !eam

    H !hey can be done with an R Adustment or with a + adustmentH -irst approver is the Collection manager from the related country

    Misdire%ted pa+ents t*at -e$on. to a different $ed.er

    H .lease see guide below for Cross edger Adustments

    Misidirecteda#$ent - %% &B

    Cross LegerAd'ust$ents

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    Refund& manuel che"ue or international ban1 transfer

    A +anua$ T9S re3uest *as to -e re3uested, in %aset*e %usto+er re3uires a %*e3ue, *i%* is sent to a different address as t*e one s*on inCARS or to a su-sidiar %o+pan (+anua$ %*e3ue to -e se$e%ted in AAT#

    forei.n %usto+er5 t*e -an6 transfer *as to -e done to a -an6 a%%ount a-road (-an6 transferto -e se$e%ted in AAT#

    In CARS an M is inserted in t*e reason for t*e Rad/ust+ent fie$d - t*e %o$$e%tor

    responsi-$e4

    T*e pro%ess step-step i$$ -e t*e fo$$oin.5

    4erifi%ation - t*e Cas* Ad+inistration Mana.er (or de$e.ate# of t*e refund pa%6a.e in

    AAT on%e re%eied for *is=*er approa$

    24In %ase t*e refund is %o+p$iant, re3uest to pro%ess +anua$ T9S to t*e Cas*

    Ad+inistrator

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    Addendum for Austria

    J*en are Refunds pro%essed V

    1a to da, e@%ept +ont* endA%%4 to t*e %usto+er re3uest (+ai$ fro+ %usto+er, $etter, fa@, possi-$e pa+ent

    do%u+ents

    Reversal of a Refund

    An sitution *ere t*e refund *as irreersi-$ $eft IBM, t*e %usto+er s*ou$d -e %onta%ted

    - t*e %o$$e%tor to re3uest repa+ent of t*e funds transferred in error4

    T*e repaid a+ount s*ou$d -e pro%essed to t*e %usto+ers a%%ount as an unapp$ied

    pa+ent and t*e %o$$e%tor *as to -e infor+ed4

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    Addendum for Ireland

    J*en a refund is pro%essed in CARS, t*e interfa%e -eteen CARS and T9Sa$$os on$ 8 di.its in t*e se%ond $ine of t*e C s%reen

    T*is 8 di.it infor+ation %an -e seen - t*e %usto+er

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    Ger+an Addendu+

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    Refund*and$in. Ger+an

    Refund Checklist

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    Addendum for Italy

    In %ase of an inter%o+pan transfer=refund t*e Cas* Ad+inistrator t*is to do t*is ia E9OS4

    T*e *and$in. is des%ri-ed in t*e atta%*ed fi$e and an additiona$ re3uest ia t*e AAT 1B *as

    not to -e %o+p$eted4

    A$$ t*e ot*er refunds are *and$ed BAU ia t*e AAT 1B and t*e R ad/uste+ent in CARS -

    t*e Co$$e%tor4

    /andling of ,P

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    Addendum for u6embourg

    !u@e+-our. -e$on.s to t*e sa+e $ed.er as Be$.iu+ -ut $u@e+-our. -an6 a%%ounts are nota%%epted on CARS C s%reen t*erefore refunds *ae to -e done +anua$4

    9$ease fo$$o t*e instru%tions -e$o

    Cas* Contro$ perfor+s t*e +anua$ -oo6in. in T9S and sends a s%reens*ot to t*e %o$$e%tor

    Co$$e%tor perfor+s a +anua$ ad/ust+ent in CARS

    J*en enterin. t*e data in AAT, re3uestor puts t*e s%reens*ot fro+ T9S in atta%*e+ent

    POt*erL

    Approer approes t*e re3uest inside AAT and T9S