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Refund Payment to Client

There are three scenarios you can run into when refunding a client's payment.

  • Refunding a product or service and giving back the full or partial payment to the client.
  • Refunding an overpayment of a product or service.
  • Refunding a product or service and keeping the money as a credit on the account.

Refunding a product or service and giving back the full payment to the client.

 

  1. Select the Client Tab
  2. Search client and open folder
  3. Select the Billing Tab
  4. Check the “All” check-box
  5. Reload the page with the Reload button
  6. Find the payment that you are looking to reverse, right click and select Reverse Payment
  7. Click Ok after entering the reason for the Refund
  8. Find the charge that you are looking to reverse (Should have a blue circle beside it after reversing payment), right click and select Reverse Charge
  9. Click Yes

You will have to repost the reduced charge and reduced payment after the fact.

Refunding an overpayment of a product or service

In order to keep track of receiving the over-payment and then returning it you will need to do the following:

  • Create Product Charge "Refund Over-payment"

Name: Refund Over-payment

Default Description: Refund Over-payment

  • Charge Product "Refund Over-payment" to Client for refund amount

Type: Refund Over-payment

Price: Amount to be refunded

Note: if the client has third party coverage you need to delete the transfer. Select the Transfer at the bottom (Payer Transfers) -> Right Click -> Delete

  1. Assign the payment to the Charge
    • Open the billing tab for the Client
    • Select the payment
    • Right Click the payment
    • Apply / Unapply Payment
    • Click the Check box on the right for "Refund Over-payment"
    • Click OK
  2. Post Credit for Refund on Charge "Refund Over-payment"
    • Open the billing tab for the Client
    • Select the charge: "Refund Over-payment"
    • Right click the charge: "Refund Over-payment"
    • Click "Post Credit for Refund"
    • Click OK
  3. Post Refund of Selected Credits for Credit "Refund Over-payment"
    • Open the billing tab for the Client
    • Select the credit: "Refund Overpayment"
    • Right click the credit
    • Click Post Refund of Selected Credits
    • Select "Payment Type" from original Over-payment
    • Click OK

Refunding a product or service and keeping the money as a credit on the account. 

  1. Select the Client Tab
  2. Search client and open folder
  3. Select the Billing Tab
  4. Check the “All” check-box
  5. Reload the page with the Reload button
  6. Right Click the payment you are looking to leave as a Credit and select Apply/Unapply Payment
  7. Uncheck the Apply check box and select OK
  8. Right Click the original charge and select Reverse Charge. Press OK in window that pops up
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