Refunding a payment

How to refund a payment

In the Customer flyout:

1. Locate the customer in the Customer/Pet List or search for the customer. Once found, double click or hit the ENTER key to open the customer flyout. Click the Transactions tab.
2. Click the > button on the right hand edge of the payment to be refunded in the grid. The Transaction form will be opened.
3. You can enter any notes on the refund using the “Notes” drop-down, untick “Show Notes on Refund (Invoice)” if you do not wish these to appear on the printed refund.
4. To specify how the customer was refunded, select the “Refund Method”, enter a reference number if required, and enter in the refund amount. These will default to the payment method used on the original invoice. Refunds by two different methods can be entered by ticking the “Split Refund” checkbox, and entering in details of the second refund.
5. Click the Save button to save the refund. The customer’s “Current Balance” will be updated based on the “Balance” amount.
6. Clicking the Preview button previews the printed refund, or clicking Print will print the refund immediately. Alternatively the Email button exports the refund to PDF format, and emails the PDF to the customer’s email address. The subject and content of the email is specified in the “Emailing of Transaction” section of the System Options – Invoicing tab.
7. Once finished, click OK to close the Transaction form.

Note: If you are using the Deskop Network or Cloud editions of PetLinx, users with the “General User” security group will only have the ability to refund payments if the “Create Refunds” permission is ticked in the System Options form, Security tab.