Option 1. Refunding the client's credit/debit card directly
On the main page, click "Billing & products", and click "Deposits" to view all deposits generated
Identify the specific deposit you want to refund.
Locate the three dots (...) button associated with that deposit and click on it.
Select "Refund" to initiate the refund process.
Select "Close the deposit by creating a credit note" to begin the credit note process.
The option "Close the deposit manually with a custom note" is to record in the system that this was done outside Archie and won't refund the client's card.
Click "Confirm" to proceed to the credit note creation screen.
You have the option to modify the product descriptions lines if needed by clicking the three dots button next to each line
Within the credit note creation screen, click "Pay."
Select the "Payment method"
Note: The payment method must be the same that was used when the invoice was paid. After selecting the payment method, you must see a payment ID, if you don't see this option, make sure that you selected the correct payment method.
Set the amount to be paid for the refund.
Add a note about this refund (this step is optional)
Indicate whether you want to send an email notification about the refund.
Click "Confirm" to complete the refund process.
You can review the credit note recently created by going back to Invoices, and clicking the credit notes tab.
Archie tip: You can also initiate a refund by going to the account that you want to refund, click the Deposits tab, identify the deposit that you want to refund, click the 3 dots button, click "Refund", and follow the process described above.
Option 2. Creating a credit note that can be used in a future invoice
On the main page, click "Billing & products", and click "Deposits" to view all deposits generated
Identify the specific deposit you want to refund.
Locate the three dots (...) button associated with that deposit and click on it.
Select "Refund" to initiate the refund process.
Select "Close the deposit by creating a credit note" to begin the credit note process.
The option "Close the deposit manually with a custom note" is to record in the system that this was done outside Archie and won't refund the client's card.
Click "Confirm" to proceed to the credit note creation screen.
You have the option to modify the product descriptions lines if needed by clicking the three dots button next to each line
Within the credit note creation screen, click "Send"
Select "Send" if you just want to create the credit note and make it available in the client's account
Select "Send with email notification" if you want to make it available and notify the customer via email
You can review the credit note recently created by going back to Invoices, and clicking the credit notes tab. This must remain in Open status if you want to use it with a future invoice
You will now be able to see the "Credit note" option when you try to pay another invoice from the same customer
Option 3. Creating a credit note and processing the refund using an alternative payment method outside Archie.
On the main page, click "Billing & products", and click "Deposits" to view all deposits generated
Identify the specific deposit you want to refund.
Locate the three dots (...) button associated with that deposit and click on it.
Select "Refund" to initiate the refund process.
Select "Close the deposit by creating a credit note" to begin the credit note process.
Click "Confirm" to proceed to the credit note creation screen.
You have the option to modify the product descriptions lines if needed by clicking the three dots button next to each line
Within the credit note creation screen, click "Pay."
Select the "Payment method"
Note: Here, you can specify the external payment method used for the refund. It’s important that this method differs from the one used to pay the initial deposit, as using the same method will result in a direct refund to the client's account. For example, you might select "check" and note that the deposit was refunded via check.
Set the amount to be paid for the refund.
Add a note about this refund (this step is optional)
Indicate whether you want to send an email notification about the refund.
Click "Confirm" to complete the refund process.
You can review the credit note recently created by going back to Invoices, and clicking the credit notes tab.