How to Process a Manual Refund in Amadeus (Step-by-Step Guide)

Manual refunds in Amadeus GDS are used when the automatic refund is not applicable or when special fare rules, waivers, or tax adjustments are required. This guide explains how to perform a manual refund in Amadeus using TRF commands, with a real example and final refund result.

What Is a Manual Refund in Amadeus?

A manual refund allows agents to:

Adjust used and unused fare amounts
Manually control refund penalties
Modify or delete taxes
Apply waiver codes
Add remarks for audit or airline reference

This process is commonly used for partially used tickets, special waivers, or airline instructions.

Prerequisites Before Starting

Before processing a manual refund, make sure:

The ticket is eligible for refund
You have airline authorization if required
You know the correct used fare, refund fee, and refundable taxes

Step-by-Step Manual Refund Process in Amadeus

1. Display the Refund Mask

TRF123-56789010

This command opens the refund mask for the specified ticket number.

2. Enter the Used Fare Amount

TRFU/U1360

U = Used Fare
This indicates the portion of the fare already consumed.

3. Enter the Original Fare

TRFU/F500

This is the fare originally paid by the passenger.

4. Add the Refund / Cancellation Fee

TRFU/CP100A

CP = Cancellation Penalty
A = Absolute amount

5. Display Taxes in the Refund Mask

TRFT

This command shows all taxes associated with the ticket.

6. Refund a Specific Tax

TRFU/TU-600

Refunds tax number 1 with an amount of 600.

7. Delete a Non-Refundable Tax

TRFU/TX3

Removes tax number 3 from the refund calculation.

8. Add a Tax Breakdown (e.g. US Taxes)

TRFU/TA17.20ZP JFK 4.5

This is used mainly for US tax breakdowns and audit compliance.

9. Redisplay the Refund Mask

TRF

Always review the refund details before confirmation.

10. Add a Remark

TRFU/RM ANY REMARK HERE

Remarks are important for:

Airline audit
Internal tracking
Refund justification

11. Enter Waiver Code

TRFU/WA

Used when a waiver applies (e.g. schedule change, medical, airline approval).

12. Ignore the Refund (If Needed)

TRFIG

Use this command if you need to exit without saving changes.

13. Confirm the Refund

TRFP

This command finalizes and processes the manual refund.

Final Manual Refund Result (Example Output)

Below is an example of the refund record generated from the refund mask:

REFUND RECORD                    AGT-ROOT ROOT/24Dec25 F TKT-Y  MANUAL REFUND
NM  NAME        HAMED/MAHMOUD
I   ISSUED      24Dec25
D1  DOCUMENT    482-9011099167
F   FARE PAID              AED         500
U   FARE USED                             1360
CP  CANX FEE                           100
    FARE REFUND                        0
XT  TAX REFUND                         585 >TRFT
    REFUND TOTAL                      585
FP1 CASH                              585
S   ITINERARY              INTERNATIONAL
RM  ANY REMARK HERE
WA  WAIVER CODE

Important Notes for Agents

Fare refund can be zero if the used fare exceeds the paid fare
Taxes may still be refundable even when fare is non-refundable
Always double-check tax rules per airline and country
Save remarks and waiver codes for audit protection

Conclusion

Manual refunds in Amadeus provide full control over fare usage, penalties, and tax refunds. While the process requires attention to detail, following the correct TRF / TRFU commands ensures accuracy, compliance, and successful refund processing.

Mastering manual refunds is an essential skill for travel agents, airline staff, and GDS professionals.

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