NirmaanOne Help
How-toReviewed 2026-09-29

Refund a cancelled booking

Pay the refund a booking cancellation created: clear the pending refund payout on its own from the payment page, or collect several refunds in a Refunds payout run that is approved, exported as a bank file and cleared with the UTRs.

Refund a cancelled booking

Cancelling a booking with money on it leaves a Pending refund payout for the buyer, with the purpose "Refund". Nothing is posted until it is cleared. You can clear it on its own once the bank has paid it, or collect several refunds of the same books into a Refunds payout run, which a Finance Lead approves before you export one bank file.

Before you start

  • The booking was cancelled with a refund above zero (Cancel a booking). The toast then read "Booking <no> cancelled; refund of <amount> pending."
  • The books have a bank ledger for the account the refund is paid from. The wizard's From our account is preselected with the project's operative account (refunds are paid from it by default; another account is picked only when the money really leaves from elsewhere; none means cash).
  • Optional: the buyer's bank account is on the Bank accounts register (Record a buyer's or member's payout account). The cancellation does not record it on the refund.
  • Permissions, as the role editor names them: the View permission on Payments to see the refund link and the payout; the Edit permission on Payments to edit and clear; for the batch route also the Create permission on Payments to draft a run and the Approve permission on Payments to approve it (the Administrator and the Finance Lead in the default roles).

Steps

  1. Open the cancelled booking. The banner reads "Cancelled on <date>: <reason>. The unit and parking slots were released. Forfeited <amount>; refund <amount> (refund payout)." Click refund payout. The refund's page opens with the badges Payout and Pending; Details shows the buyer as Payee, the paying account under From (the project's operative account unless the wizard chose another) and the Purpose "Refund". See Payment.
  2. Optional: to record where the money goes, click Edit, pick the buyer's account in To the payee's account, and click Save changes. You see "Payment updated." You can also correct Paid on, Mode and From our account here while the refund is Pending. See Edit payment.
  3. To pay this refund on its own: once the bank has paid it, click Mark cleared. The dialog "Mark as cleared?" reads "The payment voucher is posted (partner or member debited against the allocated bills, bank or cash credited, TDS payable credited)." Set Cleared on and click Clear and post. You see "<payment no> cleared; voucher <voucher no> posted." and the badge reads Cleared. You are done; steps 4 to 8 are the batch route instead.
  4. To pay several refunds in one transfer: in the sidebar open Accounting > Payments, click Payout runs, then New payout run, and set Kind to Refunds. The dialog reads "The pending refund payouts that booking cancellations created, collected for one bank transfer." The preview lists each pending refund of the books with its payee, booking and amount. See Payout runs.
  5. Choose Books (and, for one project only, a Project (optional)), then click Draft <n> payout(s). You see "Run <run no> drafted with <n> payout(s)." and the run opens in Draft with the refunds under Payouts in this run. See Payout run.
  6. Click Approve, then Approve in the confirmation "Approve the run?". You see "Run <run no> approved; export the bank file next." and the status reads Approved.
  7. Click Bank file (CSV). The browser downloads "<run no>.csv" (Payment no, Payee, Bank, Account number, IFSC, Amount, Mode, Narration, UTR, Status). Upload it to your net banking.
  8. Once the bank has paid, click Clear <n> payout(s). In the dialog "Clear the run" set Cleared on, type each refund's UTR, and click Clear <n> payout(s). You see "Run <run no> cleared: <n> voucher(s) posted." The run and each refund read Cleared.

What happens next

  • Clearing posts a payment voucher: Dr the buyer's ledger against the credit the cancellation left there (the "CN-<demand no>" bills), Cr the bank or cash. The buyer's ledger is then settled, apart from any credit you chose not to refund.
  • The seeded rule "Booking cancelled: finance follow-up (system)" gave a Finance Lead the task "Settle refund for cancelled booking <no>"; close it once the refund is cleared.
  • A refund the bank returns is bounced on its page (Bounce), which reverses the voucher (Bounce or correct a payment).
  • Cancel run on a Refunds run doesn't cancel the refunds: "The refund payouts are detached from the run and stay pending." They are picked up by the next Refunds run.

If something goes wrong

  • The banner shows no refund payout link: the refund was zero, or your role lacks the View permission on Payments. See No access or no permission (trouble.admin.no-access).
  • "These books have no ledger for that bank account. Add a bank ledger under Chart of accounts first." when clearing, or "<n> payout(s) could not be cleared; see the failures below." on the run: see Payment saved but clearing failed (trouble.accounting.clearing-failed).
  • "The run holds no pending payout to approve." or "Some payouts of this run are already cleared; bounce them individually instead.": see Payout run cannot be approved, cleared or cancelled (trouble.accounting.payout-run-stuck).
  • Mark cleared or Edit isn't shown: the refund is no longer Pending, or your role lacks the Edit permission on Payments. See Payment cannot be edited, cancelled, deleted or bounced (trouble.collections.payment-status-locked).
  • The run page notes that a Finance Lead approves the run before the bank file is exported, and there is no Approve button: ask someone with the Approve permission on Payments.

Things to know

  • A Refunds run keeps each refund as the wizard set it. The run's Payment date, Mode and From our account don't change the refunds it collects, so the run's header can differ from the refunds inside it.
  • The bank file needs the buyer's account on the refund. Without step 2 the Bank, Account number and IFSC columns of the file are empty for that refund, even though the run's preview shows the buyer's account on file.
  • Don't cancel or delete a refund payout unless you mean to keep the money: the buyer's credit stays on the ledger, and the cancellation wizard can't be run again on a cancelled booking. A replacement refund has to be recorded by hand as a payout to the buyer.
  • The New payout run dialog may warn that payees "have no active bank account on file and will be skipped". For a Refunds run that doesn't apply: refunds are never skipped, they are collected as they are.
  • A Refunds run collects every Pending payout of the books whose purpose is exactly "Refund" and that is not already in a run, including one typed by hand with that purpose.
  • A refund in a Draft run can still be cleared on its own from its page; that skips the run's approval, so clear it from the run instead.

Related

  • Booking overviewScreen

    A booking's home page: the applicant and unit, parking, dates, money summary, termsheet status and possession, with the buttons to edit the booking, see its history, jump to the opportunity or cancel it.

  • Cancel bookingScreen

    The four-step wizard that cancels a booking: it shows the demands and receipts that will be reversed, suggests the forfeiture and charges from the rule in force, sets the refund and posts everything in one go, releasing the unit and parking and marking the opportunity lost.

  • PaymentScreen

    One receipt or payout: its details, amounts and allocations, and the actions to clear it, bounce it, cancel it, edit it or delete it.

  • Edit paymentScreen

    Change the date, mode, amount, bank details and, on a payout, the allocations of a payment that hasn't cleared yet, and optionally clear it in the same step; a receipt settles the open demands again by itself when saved.

  • Payout runsScreen

    Every payout run of the chosen books, the dialog that drafts a new run of member benefits, commissions or refunds, and the scheduled rules that draft runs automatically.

  • Payout runScreen

    One payout run: its payouts, skipped payees and failures, and the steps to approve it, export the bank file, clear it with the bank's UTRs or cancel it.

  • Bank accountsScreen

    One register of every bank account you pay from or into: the promoter's collection, RERA separate, operative, GST and operating accounts, and the payout accounts of channel partners, vendors, buyers and society members, with joint holders and verification.

  • Cancel a bookingHow-to

    Cancel a booking with the four-step cancellation wizard: see which demands are reversed, set the forfeiture and charges the rule suggests, set the refund, and confirm, which releases the unit and parking slots, marks the opportunity Lost and posts every entry in one go.

  • Record a buyer's or member's payout accountHow-to

    Add the bank account a buyer, channel partner or society member is paid into, on the Bank accounts register (or from a company's or allottee's page), so payout runs can pay them and the bank file carries their account number and IFSC.

  • Pay commissions through a payout runHow-to

    Pay every approved channel-partner commission of a set of books in one batch: draft a Commissions payout run (one payout per partner), have it approved, export the bank file for net banking, then clear the run with the bank's UTRs.

  • Bounce a returned payment or correct a pending oneHow-to

    Mark a cheque or transfer the bank returned as bounced so its voucher is reversed and the demand reopens, and fix, cancel or delete a payment that is still pending.

  • Booking cancellation, forfeiture and refundConcept

    Cancelling a booking reverses its demands with credit notes, posts the forfeiture and any charges against the buyer's ledger by the rule in force, creates the refund as a pending payout for the credit that is left, and frees the unit and parking; with nothing billed or received it only frees them.

  • Payout runs: member benefits, commissions and refundsConcept

    A payout run pays everything due from one set of books in one batch: the transit rent, corpus and shifting rows of live member offers (accrued first, one payout per member), approved channel-partner commissions (one per partner) or the refunds of cancelled bookings; it is drafted, approved, exported as a bank file and cleared with the bank's UTRs.

  • Receipts and payouts: allocation, clearing and the UTRConcept

    A receipt is recorded as Pending and settles the payer's open demands by itself, oldest due first; a payout is allocated to commissions or member rows by hand. Both post their voucher only when cleared and can be bounced afterwards; the UTR is the bank's transfer reference, typed on NEFT-style payments and per payout when a payout run is cleared.

  • Payment saved but clearing failed, or payouts in a run could not be clearedTroubleshooting

    The payment was recorded as Pending but its voucher could not be posted, most often because the books have no bank ledger for the account the money went through; fix the cause and clear it again.

  • Payout run cannot be approved, cleared or cancelled: nothing pending, partly cleared, or the wrong booksTroubleshooting

    A payout run moves Draft to Approved to Cleared and can be cancelled only while some payout is still pending; a run whose payouts were handled one by one, or a run drafted against books that do not promote the project, refuses the action with the messages listed here.

  • Payment cannot be edited, cancelled, deleted or bounced: its status decidesTroubleshooting

    Only a Pending payment can be edited, cleared, cancelled or deleted, and even then its direction, party, booking and books are fixed; a Cleared payment can only be bounced, which reverses its voucher and reopens the bills; Bounced and Cancelled payments are final and a new payment is recorded instead.

  • "No access" or "You do not have permission": your role lacks a permissionTroubleshooting

    Every screen, button and picker is gated by a permission on a module; your role decides which you hold, so a missing one shows as a No access card, a refused action, a greyed-out button with a hover reason, or a picker that explains which permission it needs.

  • Cancel and refundGuide

    Set the forfeiture rules, cancel a booking through the wizard (credit notes, forfeiture, charges) and pay the refund on its own or in a run.