Contents
Contents
:
  
Hide ContentsShow Contents Print Page

Home > How To Guide > Transactions (Fees & Payments) > Post a Refund > Refund/Void a Payment Made by Credit Card (ePayment) Previous Page:  Refund a Payment Made by Cash/Check

Refund/Void a Payment Made by Credit Card (ePayment)

 

You are able to process credit card voids and refunds from within your database! When you are set up for ePayments in Jackrabbit with your database connected to a gateway, clicking the R on the payment line  of a credit card payment will send the refund/void transaction to the gateway and it will be settled to the credit card. The transaction will also be recorded in the family's account with the transaction ID from the merchant processor added to a link in the ePmt column.

 

Zippy Alert!  At this time, United Kingdom and Australian customers cannot process a refund directly through Jackrabbit. Use your Virtual Terminal to process the refund and then click the 'R' button to record the refund transaction in Jackrabbit. United Kingdom and Australian customers will see an alert after clicking the R icon on an ePayment. 

 

User Permissions


Void a Credit Card Payment that Hasn't Settled

 

Refund a Credit Card Payment that Has Settled

 

Refund a Settled Credit Card Payment with a Different Payment Method

 

Bank Account / ACH Payments and Refunds

 

Void/Refund ePayment Receipts

 


User Permissions

In order to void or refund credit cards, there are a few user permissions that must be active (checked) for User IDs. These permissions are defaulted to No (unchecked) for new User IDs.  Note: After changing the permissions, you'll need to logout and log back for the permissions to take effect.

 

Category Permission 
Families Void on Card 
Families Refund on Card
Families  Post Refund 

 

Back to top of page

Void a Credit Card Payment that Hasn't Settled

If you can catch an error before your transactions are batched out from your gateway account (daily) and sent to your merchant processor for settlement, you will be able to void the transaction as opposed to having to refund it. The benefit with this is that no charge will hit your client's credit card. See Set a Settlement Schedule in ePayment Settings for more information on batch settlement schedules.

Zippy Alert!
In some cases the card issuing bank may place a hold on funds when the credit card is charged. A void does NOT remove that hold, it simply stops the charge from processing. The hold typically will drop off after a couple of days. 
  1. Be sure you are viewing the correct family's Transactions tab, and locate the payment that you want to void. (You may need to click View Transaction History.)
  2. Click the R icon on the payment line.
  3. If the payment has not yet settled with the merchant processor, the Void Transaction pop-up box will open and you'll notice two options.

 

  • Click Void & Change Payment Amount to $0 to unlink the payment from the fee(s) and change the payment amount to $0. Using this option allows you to maintain a record of the payment being voided. This will change the payment amount to $0 and add a note regarding the payment change. The balance will also be adjusted so that the family owes the voided amount. Check Send void receipt to send a receipt of the voided transaction to the email associated with the credit card.

 

 

  • Click Void & Delete Payment if you want to completely delete the payment line from the family's transactions. This will completely remove the payment from the family's transaction history. The balance will also be adjusted so that the family owes the voided amount. Check Send void receipt to send a receipt of the voided transaction to the email associated with the credit card.

 

Back to top of page

 

Refund a Credit Card Payment that Has Settled

When the R is clicked on a credit card payment to initiate a refund a query is sent to the gateway. If the payment has settled with the merchant processor the Refund Transaction window will open. If the payment has not yet settled with the processor the Void Transaction window will open instead. See Void a Credit Card Payment That Hasn't Settled.

 

Follow these steps to generate a refund and record it on the family's account:

  1. ​Be sure you are viewing the correct family's Transactions tab, and locate the payment that you want to refund. (You may need to click View Transaction History.)
  2. Click the R on the payment line.
  3. If the transaction has settled with the processor the Refund Transaction window will open.
  4. ​Because the original payment was a credit card ePayment, the Post Date and Refund Method are not editable.
  5. If you will be refunding the payment by a different method than the original card used, click Refund by Different Payment Method. See Refund a Settled Credit Card Payment with a Different Payment Method.
  6. Optionally, add a Note.
  7. Check which fee(s) to refund and change the Refund Amt field if you are refunding a partial amount. 
  8. Click Next.
  9. In the Are Fees Still Due? window select Due or Not Due for each fee being refunded.
    Examples:
    Due - A family accidentally pays a fee that is not due for another 3 months. They would like a refund and will pay the fee when it is due; the fee would be marked as due.
    Not Due - A student drops a class for medical reasons and is eligible for a refund. The fee will not be paid at a later date; the fee would be marked as not due.
    Note: If a payment has not been linked to fees (is unapplied) it cannot be marked as still due. An example would be an account overpayment. Because the payment was for more than the total of the fees owing, there will be an unapplied credit on the account. The unapplied credit cannot be marked as due.
  10. Submit Refund.
  11. The Refund Request is transmitted to your ePayments gateway and applied to the family's credit card.

​If the fees that had been paid by the refunded payment are still owing at a later date (you marked them Due in the Are Fees Still Due? window):

  • A Refund Overpayment transaction is added to the account and is linked to the original payment.
  • The account balance is increased by the amount refunded.
  • The previously paid fees are now highlighted as being unpaid.

If the fees that had been paid by the refunded payment are not owing at a later date (you marked them Not Due in the Are Fees Still Due? window):​

  • A Refund - xxx (where x is the type of fee refunded) transaction is added to the account and is linked to the original payment and the refunded fee.
  • A Refund Adjustment transaction is added to the account for the refunded amount and is linked to the refund transaction(s).
  • The account balance is unchanged.
  • The previously paid fees remain showing as paid.
​Click the '+' to step through a refund example (with screenshots) or Expand All. See Refund a Payment Made by Cash/Check for additional refund examples.

 

Example 1 - Family has paid fees with a credit card and is eligible for a partial refund.

 

Example 2 - Family paid fee early in error - fee still owed on a future date.

 

Back to top of page

 

Refund a Settled Credit Card Payment with a Different Payment Method

Refunding a payment that was originally made with a credit card, by any means other than back to that card, is against Visa/MC regulations and as such this is not a Jackrabbit recommended Best Practice. We do realize, however, that there can be circumstances where it is necessary to refund the family with a different payment method than the credit card originally used, eg. the credit card was cancelled. For circumstances such as this we offer the option to Refund by Different Payment Method.

  1. Be sure you are viewing the correct family's Transactions tab, and locate the payment that you want to refund. (You may need to click View Transaction History.)
  2. Click the R on the payment line.
  3. If the Void Transaction pop-up box displays, refer to How to Void a Credit Card Payment that Hasn't Settled. If the Refund Transaction pop-up box displays, proceed to Step 4.
  4. Because the original payment was a credit card ePayment, the Post Date and Refund Method are not editable.
  5. ​Click the Refund by Different Payment Method button.
  6. A window opens warning that changing to refund by a different method will NOT process the refund to the credit card. It will only record a refund transaction in Jackrabbit. Opt to go back and refund to the credit card by clicking the Refund ePayment to Credit Card button and follow the directions in Refund a Credit Card Payment That Has Settled. To continue to only record the refund click the Record Refund in Jackrabbit Only button.
  7. The Post Date and Refund Method are now editable for you to complete for the method to be used. It is not possible to refund to a credit card other than the original card used but you are able to refund with a check or with cash. Note: Switching the Refund Method to a different credit card will NOT place the refund onto that card it is simply record the refund transaction (that must be done outside of Jackrabbit) to the family's account.
  8. ​Optionally, add a Note.
  9. Check which fee(s) to refund and change the Refund Amt field if you are refunding a partial amount.
  10. In the Are Fees Still Due? window select Due or Not Due for each fee being refunded.
    Examples:
    Due - A family accidentally pays a fee that is not due for another 3 months. They would like a refund and will pay the fee when it is due; the fee would be marked as due.
    Not Due - A student drops a class for medical reasons and is eligible for a refund. The fee will not be paid at a later date; the fee would be marked as not due.
    Note: If a payment has not been linked to fees (is unapplied) it cannot be marked as still due. An example would be an account overpayment. Because the payment was for more than the total of the fees owing, there will be an unapplied credit on the account. The unapplied credit cannot be marked as due.
  11. Click Submit Refund.

If the fees that had been paid by the refunded payment are still owing at a later date (you marked them Due in the Are Fees Still Due? window):

  • A Refund Overpayment transaction is added to the account and is linked to the original payment.
  • The account balance is increased by the amount refunded.
  • The previously paid fees are now highlighted as being unpaid.

If the fees that had been paid by the refunded payment are not owing at a later date (you marked them Not Due in the Are Fees Still Due? window):​

  • A Refund - xxx (where x is the type of fee refunded) transaction is added to the account and is linked to the original payment and the refunded fee.
  • A Refund Adjustment transaction is added to the account for the refunded amount and is linked to the refund transaction(s).
  • The account balance is unchanged.
  • The previously paid fees remain showing as paid.

Click on the '+' to step through the example (with screenshots).​

Example - Student unable to attend competition and is eligible for full refund - credit card used for original payment has been cancelled.

 

Back to top of page

 

Bank Account/ACH Payments and Refunds

 

  Bank Account/ACH payments must be voided or refunded through your gateway virtual terminal; this cannot be done from within your Jackrabbit database.

 

Once you have done the void or refund of the Bank Account/ACH ePayment in the virtual terminal, click the R on the payment line to record that void or refund to the family's transactions in Jackrabbit. It is a Jackrabbit Best Practice to copy and paste any Transaction ID received in the virtual terminal into the notes of the transaction in Jackrabbit.

 

Back to top of page

 

Void / Refund ePayment Receipts

As an option, you can send a receipt by email for a voided or refunded transaction. See ePayment Receipts for details. 

Back to top of page

 

Topics in this section:


Page Last Updated: 3/27/2017 7:53 PM
Jackrabbit Technologies