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Small and medium business | Business Central, N...
Answered

how to Initiate and approve a refund request

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Posted on by 176
We want to implement a process that allows a customer service agent to initiate a refund request.
Customer service agents have a Team license that allows them to access customer invoices and identify the invoice to be refunded. The refund request must be approved by a superior who also has a Team license in Business Central. Once the request is approved, the invoice refund will be completed by a user with an Essential license.
 
My question: Is there a refund request concept I can use in Business Central to initiate a request and utilize approval workflows?
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  • Verified answer
    Jainam M. Kothari Profile Picture
    15,732 Super User 2026 Season 1 on at
    Hello,
     
    In Business Central, you can implement a refund request process using approval workflows. Customer service agents with a Team license can initiate a refund request by creating a sales credit memo, which is then routed to a superior for approval. Once approved, a user with an Essential license completes the refund process by posting the sales credit memo or issuing the refund. This ensures proper review and approval before processing refunds.
     
     
  • Gerardo Rentería García Profile Picture
    25,555 Most Valuable Professional on at
  • Frank Pellerin Profile Picture
    176 on at
    Sounds like a team member cannot create a sales credit memo... 
     
  • Verified answer
    Sohail Ahmed Profile Picture
    11,169 Super User 2026 Season 1 on at

    Business Central's standard approval workflows are designed for existing document types (like Sales Orders, Purchase Orders, or Journals). A "refund request" is not a native document type or concept in BC. Therefore, you cannot directly attach a standard approval workflow to a non-existent "refund request" document without custom development.

    Business Central's standard workflows support approvals for documents before posting (like Sales Credit Memos). However, it lacks a dedicated "refund request" document type that would initiate an approval prior to creating the credit memo itself. Therefore, custom development is needed to build this pre-credit memo request and link it to the approval system.

     

    ✅ Mark this answer as verified if it helps you.

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