Refunds

In this article, you will learn how to process refunds for KometPayments transactions.

User Roles: Accounts Receivable, Admin, and Cashier.

Partial Refund

Go to A/R and select Receive Payment.
Enter the customer name for which you want to process the refund and hit the Enter key.
Select the payment method.
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 credits you want to refund and click on Close.
You will be able to see the refund total. Choose the Payment Date and Payment Method and complete all the required information.
Click on Save and New to continue on the same screen, or click on Save & Close to return to the Payment History screen.

There are multiple variables when processing a refund, so if you have any questions, please read Common Scenarios.

Multi-Location Companies

When searching for the payment, be sure to select the location where it was applied.

Full Refund

Go to A/R > Payment History.
Search the payment.
Click on CC Refund - Full from the Actions column. A confirmation window will appear.
Click on Continue to finish.

The system will mark the payment with an icon identifier, user name, and timestamp when the refund was applied.

Identify Refunds

There are two ways you can visualize refunds in Komet Sales; read below to see a description of each:

Option One: From the Payment History

A refund will be identified in the system as a negative payment. From the Payment History screen, a refund transaction will have an R next to the control #.

Option Two: In Reports

Reports generated from the Payment History & Editing Payments screens (Payment History and Payment Details) will easily identify refunds since the Applied amount and Payment Total values will be negative.

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Common Scenarios

Case	Result	Solution

Case	Result	Solution
The order related to the open credit was paid using only one KometPayments payment method.	The system will only permit refunds to be issued to the original payment methods used.	The system will refund the funds to the customer's payment method.
The order related to the open credit was paid using multiple KometPayment methods.	The system will allow you to refund a custom amount to multiple payment methods.	Please select the amount you wish to refund for each payment method. It's important to note that you cannot exceed the maximum original payment amount for each payment method. You have the flexibility to distribute the credit refund as you wish, but there are two conditions you must meet: Each individual refund amount cannot exceed the maximum amount for each payment method. The total refund amount must match the credit amount and cannot be greater or less.
The refundable credit amount for the order exceeds the total amount paid by credit card or any other KometPayment method and the order was paid using multiple forms of tender.	The system will first refund the KometPayments payment method and then refund exceeding funds to the other selected payment method.	The customer will need to be refunded the exceeding funds using a different payment method and the process will need to be done manually.
The payment for the order was made using multiple forms of tender. You attempted to apply for a credit card refund using an open credit, but the maximum amount for refunding credit card payments or KometPayment payment methods has already been reached.	When refunding, if the maximum amount for a credit card payment has been reached, you will need to select another payment method to refund the customer.	The customer will need to be refunded the exceeding funds using a different payment method and the process will need to be done manually.
The open credit amount to refund is greater than the amount paid with the credit cards when the order was paid with multiple KometPayment payment methods.	The system will refund the maximum amount of each card and allow for the remaining credit to be refunded using a custom payment method.	The customer will need to be refunded the exceeding funds using a different payment method and the process will need to be done manually.