Void or refund a credit card transaction
Credit card charges that were originally authorized via AcctVantage can be either voided or refunded.
If the credit card charge originated outside of AcctVantage, then you'll need to void or refund the charge directly through the payment gateway.
If the credit card charge was settled more than 180 days ago, then the best option is to issue a client refund check.
If you need to issue a refund for a posted Receipt that has not yet settled with the payment gateway, you will need to wait until the charge is settled (typically the following day) then follow the instructions to issue the refund.
A credit card charge can only be voided if the three conditions below are true:
- The receipt must be unposted.
- The receipt must have been assigned an authorization number and a CC Authorization Status of "Collected."
- The credit card charge must be "unsettled". See your payment gateway's rules about how long it takes to settle a CC charge.
Navigate to Accounts Receivable -> Receipts and open the Receipt that you want to void/refund. Click the View Status button.
Highlight the credit card charge that you want to void and then click the Void button. This may take a minute or two.
The void transaction has now been approved.
The CC Authorization Status has now been changed to Void and the Receipt Amount has been zeroed out. Click OK to save and return to the list view.
To void the unposted receipt, highlight the receipt in the list view and then go to the List menu -> Void or Delete. The receipt will be voided but the system will retain the authorization history for reference purposes.
A credit card charge can only be refunded if it was settled by the payment gateway within the past 180 days. See your payment gateway's documentation on when transactions are settled.
If the charge has not been settled, then you can void it.
If the charge was settled more than 180 days ago, the best option is to issue a client refund check.
Navigate to Accounts Receivable -> Receipts and create a new Receipt. Enter the Amount as a negative number and then click Run Card. The credit card authorization dialog will open.
Prior charges will not be displayed yet. Click Authorize to continue.
You will see the following prompt. Click Yes to continue processing the refund.
Highlight the transaction that you want to refund and then click Select.
This list will only contain credit card charges that were processed via AcctVantage within the past 180 days.
The refund will be processed as a Credit. Click Done when the Credit is approved.
After the credit is process, the Authorization No. will change to n/a and the CC Authorization Status will be Collected. The receipt can now be saved and posted.
