Refunding Transaction Payments

Occasionally, your Users may approach you asking that you refund back Funds that they have spent with you through Payments.
Should you choose to honour their request, how to approach refunding a Transaction Payment made by a User depends on how the User made the Payment in the first place.

There are things that are common in most all situations however;

1. You will confirm the remaining Balance Held by the User in their respective Account

2. You will look up the Users history of Usage in the LaundroPortal using the Card-Tracker, and will identify the Payment in question

3. You will arrange a path of least resistance return of Funds to the User in such a way as to also produce a paper-trail

4. You will adjust/debit the remaining Balance of the User by the Fund amount returned to them

Step 1

You'll want to first ascertain what the remaining Balance/Float of the respective Account is;

- for Laundry-Cards place the Card on the VAC Kiosk to see their true Balance

- for LaundryCat Accounts, just look it up in Card-Tracker to get the Balance

Next is to distinguish if you are being asked to refund a Users entire remaining Balance/Float, or it if is just a few Payment(s).

If you are broadly refunding their entire Balance/Float, your best option is to write them a Cheque for their remaining Balance, then Ban, Confiscate, or Zero-Out the Balance on their Account. 

Otherwise if its just some given Payment(s);

Step 2 + 3

We will look up the Usage History of the Account in Card-Tracker, and find the Payment in question.
We will then continue based on the Account Type, and the Payment Method

Laundry-Card Account

~ Usage Report for a Laundry-Card Account

Cash Payment

If it is a Cash Payment (e.g. the Cash Reload above for $1.00) you would be best off to write the User a Cheque for the amount

Credit/Debit Payment

if it is a Credit/Debit Payment (e.g. the Sale Credit above for $5.00), you will need to use the external Merchant Account Management Portal as provided by the Payment Processor (e.g. Fortis),

to find, then Void/Refund the respective Payment through via its record there.

Note that most times it will take 2-3 business days for the Void/Refund to complete, and be reflected on the Users Bank/Card statement.

You would identify the corresponding Payment Processor Payment record by cross referencing

the Date time, Transaction Amount, Operation (Brand and last 4 digits), and Transaction Receipt Data of the LaundroPortal Payment Processing record (blue)

~ click on the Tran ID column to display the Receipt Data for a Payment Processing Record in the LaundroPortal

LaundryCat Account

~ Usage-Report for a LaundryCat Account

Cash Payment

If it is a Cash-at-Kiosk payment you would be best off to write the User a Cheque for the amount

Credit/Debit Payment

if it is a Credit Payment (e.g. the Sale Credit above for $10.00), you will need to use the external Merchant Account Management Portal as provided by the Payment Processor 

to find, then Void/Refund the respective Payment through via its record there.

Note that most times it will take 2-3 business days for the Void/Refund to complete, and be reflected on the Users Bank/Card statement.

You would identify the corresponding Payment Processor Payment record by cross referencing

the Date time, Transaction Amount, Operation (Brand and last 4 digits), and Transaction Receipt Data of the LaundroPortal Payment Processing record (blue)

~ click on the Tran ID column to display the Receipt Data for a Payment Processing Record in the LaundroPortal

If the Payment Processor used for LaundryCat Credit Card transactions happens to be a Managed-Stripe-Merchant Account,

then because Laundroworks is the Payment Processor in that respect, you would use the Payment Processing Page - Payments tab 

to find and Void/Refund the respective Payment (rather than through some external Merchant Account Management Portal )

~ Payment Processing Page -  Payments tab, for given Managed-Stripe-Merchant Account
 note the Date time, Account, Operation, TranID, etc.. match the prior identified Payment Processing record from the Usage History

You then Press the Refund button for the respective Payment.

You will then be asked to confirm doing a full refund of the transaction amount

Step 4

The last step is to adjust the remaining Balance of the respective Account, by Debiting from it the refund amount;

Laundry-Card Account

With Laundry-Cards you would then Ban or Confiscate, or use the VAC to reduce the balance on the Laundry-Card

LaundryCat Account

With LaundryCat Accounts, you can instantly adjust its remaining Balance through the Load Value Tab of the Card Tracker,

as the Balance is cloud based

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