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Issue Refunds / Void Payments

How to refund an electronic check or credit card payment

Caroline Hilton avatar
Written by Caroline Hilton
Updated over 3 months ago

You may need to refund customer payments, regardless of whether your customer paid via check, cash, ACH, or Credit Cards. Here's how.

Credit Card / ACH Refunds

Step 1 - Create a Refund Discount/Credit Item

We suggest that you create a new Discount Item called “Refund Adjustment” or "Account Adjustment" and always use that item when doing refunds instead of a Misc. Credit.

Step 2 - Post Refund

Here is how to post a refund for payments made AFTER the same day.

  1. Post Transaction - Click the "Post Transaction" window (which can be accessed by the plus ("+") button to the right of Invoices in the left menu). Next, select "Refund/Void Payment".

  2. Enter Account - Next, enter the accounts by searching for them in the search bar. Select the name and then select next.

  3. Find Account Invoice - Find an Invoice on an Account to refund (the payment has to have been within the last 12 months).

  4. Invoice Refund - Click "Edit" on an Invoice to view the transactions on that Invoice. Click the three dots then "Refund Payment" beside the Payment to refund. The following window will pop up:

5. Configure Credit - You will have the option to either close the invoice (meaning they don't owe the invoice you are refunding) or leave it open (meaning they still owe on the invoice). Select the Credit Item you want to use to categorize this refund.

6. Confirm Refund - You can refund the full payment or a partial. After inputting a refund amount, select "Confirm".

Cash / Check Refunds

To post a Refund for cash or a paper check, follow these steps:

Step 1 - Find Invoice

In the person's Account under the Billing tab, click Manage beside "Paid Invoices." Find the Invoice and click "Edit" beside it.

Step 2 - Set Up Transaction

Click the Plus button on the upper-right, then select the "Post Refund" option as shown below:

Enter the following information (if applicable):

  • Change the Classification

  • Add any public or private comments

Step 3 - Enter Total

Scroll down and enter the total of the refund.

Step 4 - Select Refund Type

Next, select the Refund type. You can choose between the following options:

  • Cash Refund - Refund the Customer in cash

  • Check Refund - Refund the Customer with a company check

  • NSF Returned Payment - For a non-sufficient funds return for a paper check

choose cash or check refund in Enrollsy

Click "Post," and you're done!

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