Refund/Void Credit Card Transactions

You can void or refund credit card transactions using the Credit Card Transaction report. There are 2 ways to access this report:

• Reports > Snapshot Reports > Credit Card Transactions
• Credit Card Gateway > Go To Credit Card Report

What is the difference between a void and a refund?

• Void - Canceling the transaction before it is batched (finalized) by the merchant. This is typically only available on the day of the original transaction.
• Refund - Returning funds after the transaction has been processed by the merchant.

Process a Refund or Void

1. On the Credit Card Transactions report, select the  icon next to the desired entry. 
2. If the transaction was submitted the same day, you can select Void Transaction. Otherwise, that option will not be present and you must select Refund Transaction. 

Next Steps

After a selection has been made, the system will send a request through the gateway to either refund or void transaction. If you selected Void, the charge will drop off on the cardholder's account in a few days like it never happened. With the Refund option, the charge will remain, but a second entry will appear showing the refund amount.

You also have the ability to log into your virtual terminal provided by the merchant to verify the transactions. The terminal offers more reports and features than what is available through our application.

Delete or Refund the Posted Payment

Once a payment has been voided or refunded to the client's card, you will need to locate the corresponding entry in the system.

Delete a Voided Payment

1. Navigate to Payments > Search Payments.
   
2. Use the filters to locate the payment that was voided.
3. Select the  icon and select either Delete or Delete Pmt.

Remove a Refunded Payment

If the amount is already unassigned, proceed to Step 4.

1. Navigate to Payments > Search Payments.
   
2. Use the filters to locate the payment that was refunded.
3. Select the  icon and select Unassign Pmt.
4. Navigate to Payments > Enter Payment > Batch Client.
5. Enter the Client Name and select them from the drop-down list.
6. Switch to the Refund tab.
7. Locate the payment and enter the refunded amount in the Refund Amount field, then click Apply Refund.