How to connect an international transaction fee or refund to its original charge – DMSE Finance

Anticipated Refunds

To correctly submit p-card forms with an international transaction fees:

Complete the original transaction’s p-card form first and check the Anticipating Refunds box.

Input the exact amount of the credit.

If you do not know the amount that will be refunded upfront, check Anticipating Refund in the original transaction anyway but leave the amount blank—however, you will need to email dmse-pcard@mit.edu with the with the doc number of the original transaction and the amount of the credit

Complete the p-card form for the refund when it comes in (see When the fee or credit comes in below).

After the original p-card form is submitted, if you have not checked that box, you will not then be able to find the transaction to match it to the credit that comes in. This is due to how QuickBase is currently designed.

When this happens, search your transaction history to find the original transaction. You should then be able to edit it to check the appropriate box and link the refund.

Anticipated International Transaction Fees

To correctly submit p-card forms with an international transaction fees:

Complete the original transaction’s p-card form first and check the Anticipating International Transactions box.

`Anticipating International Transactions` *must* be checked.

Complete the p-card form for the international fee when it comes in (see When the fee or credit comes in below).

After the original p-card form is submitted, if you have not checked that box, you will not then be able to find the transaction to match it to the international transaction fee or refund that comes in. This is due to how QuickBase is currently designed.

When this happens, search your transaction history to find the original transaction. You should then be able to edit it to check the appropriate box and link the international fee.

When the fee or credit comes in

The anticipated refund or international transaction fee will show up slightly differently when it comes into your QuickBase inbox:

Notice how the text in the two arrows has changed compared to the one below it (”Refund” and “Select Original Transaction”).

So long as you followed the instructions in the above sections, after you click Select Original Transaction, you will be brought to this screen,

where all you need to do is

Choose the original transaction this refund or fee is connected to, and

Hit Save & close.

That’s it! No need to submit a whole new form, add a receipt, or do anything else.

If you are unable to select the transaction you were expecting to be there, please search for the original transaction in your form submission history. You should be able to edit the form to check the appropriate box and save it, allowing Quickbase to “see” it as an option to be selected in the image above.