Refund Open Credits to Credit Cards
Overview
The system allows processing partial refunds to open credits coming from credit card transactions.
How to Apply a Partial Refund to a Credit Card Transaction?
Go to Accounts Receivables(A/R)>Receive Payment.
Enter the customer name for whom you want to process the refund and press Enter. (In multilocation companies, make sure you select a location with the Clearent integration enabled).
Check the option Refund the open credits to the customer.
Click on the link in the message "This account has $XXXX in open credits. Click here to apply"
The Available Credits screen window will open. Select the credit you want to refund that corresponds to a credit card transaction. You can easily identify them by the credit card icon, in the Type column: .
Click on Continue.
Click on Clear (To cancel), Refund & Print, Refund & New, or Refund & Close to return to the Payment History screen.
A confirmation window will pop up with the credit amount, click on Refund $XX.XX to continue.
Common Scenarios
Case | What will happen | What to do |
|---|---|---|
The order related to the open credit was paid by one credit card. | The system will refund the total amount of the open credit to the customer's credit card:  Multiple open credits You can only select one (1) open credit per transaction: | Nothing, the refund will be made to the customer's credit card. |
The order related to the open credit was paid by more than one credit card. | The system will only allow refunding to one of the customer’s credit cards already on file: | Select the credit card to which the open credit should be refunded. |
The payment for this order was made with multiple forms of tender, and the open credit amount to refund is greater than the amount paid by credit card. | The system will first refund the credit card used up to the original amount paid by credit card: | The remaining amount must be refunded through a different payment method and manually returned to the customer. |
The payment for this order was made with multiple forms of tender. You try to apply for a credit card refund using an open credit but the maximum amount to refund for credit card payments has been reached. | Even if the open credit to refund corresponds to a credit card payment, the maximum amount to be refunded through this payment method has been reached: | The remaining amount must be refunded through a different payment method and manually returned to the customer. |
The order was paid by more than one credit card, and the open credit amount to refund is greater than the amount paid with credit cards (more than one card used). | The system will only allow to refund to one of the customer’s credit cards already on file and only to a maximum of the total amount originally paid through credit cards. This message will appear:
| Select the credit card to which the open credit should be refunded. The remaining amount must be refunded through a different payment method and manually returned to the customer |
Multi location companies
At the moment you will process a partial refund in a multi-location company, you should consider these key aspects to make the location eligible for this transaction:
The open-credit(s) has to be associated with the location where you will process the refund.
Credit cards need to be associated with the location where you will process the refund.
Clearent setting needs to be enabled in the location to process the refund.
Unable to Refund a Credit Card Payment
Issue | Explanation |
|---|---|
The payment was done using two different credit cards (two different transactions) and both credit cards are not associated/saved to the account. | Clearent recognizes this payment as two different transactions. You need to add a credit card to your Clearent account through the Add New button or on the Customer setup screen (Settings> Setup> Customer) or Request a credit card to process the refund.
|
Information
Roles enabled to perform this action: Accounts Receivables, Admin, Cashier.