This article is a step by step breakdown on refunds and how to add them into the system. The refunds section will only be available when there is a negative (-) outstanding balance as shown in the image below.
Once that happens, in Step 6 (Payments), Refunds section will appear as shown in the image below.
How to add offline refunds?
Firstly, click on the blue “Add Offline Refund” button highlighted in orange in the picture below.
Once you have clicked on the blue “Add Offline Refund” button, a new window will appear. Here, enter the details of the refund such as the payment method, the date in which you did the refund, and a reference. The amount needed to be refunded will automatically be entered into the amount field. Next, click on the blue “Save” button, highlighted in orange in the picture below.
NOTE: The Reference field is for your own reference. You can create your own personalized reference based on how you keep track of refund transactions.
If you have done it correctly, then you will notice that on the right side of the page, under your reservation summary, the outstanding balance will now be 0.00 and you can complete the reservation.
How to refund an online payment?
Firstly, click on the blue payment number as highlighted in orange in the picture below.
After you click over the number, the system will open a new window with the payment information. You will notice the orange “Refund” button over the left bottom corner of the window highlighted in orange in the picture below.
After you click over the orange “Refund” button, the system will show a smaller overlapping window where you can edit the refundable amount if needed and click over the blue “Refund” highlighted in orange in the picture below.
NOTE: Once you click the “Refund” button the action can’t be reversed, please review the amount before clicking on refund transaction.
How to refund a debit card payment?
NOTE: In order to successfully perform a refund over a debit card payment, you need to have physically the same debit card used to charge the original payment before, together with the EMV device provided by your payment gateway company.
Firstly, click on the white “Process Payment” button highlighted in orange in the picture below.
After clicking over the “Process Payment” button, the system will open a new window where you will be able to see a section called “Debit Refund” and the option to use the EMV device to perform the refund as highlighted in orange in the picture below.
After selecting the “Debit Card” option for refund, the system will connect with the EMV device and you will be able to follow the instructions in the device to perform the refund.
For more information about payments and how to add them to the system, follow this link here.