🛑 To process a partial refund, the customer's account must have an available account credit 🛑
To create an account credit you can either move the payment from the invoice to account credit OR create a credit memo.
Issuing the partial refund after the credit is created:
Navigate to the customer's account and select the Billing tab.
In the Payments section, find the completed payment you want to partially refund.
Click the three-dot action menu on the right side of the payment's row.
Select Partial Refund from the dropdown menu. This option will only appear if the customer has an available account credit.
In the Refund Payment window, enter the amount you wish to refund into the Refund amount field.
(Optional) Add a brief explanation for the refund in the Refund Note field for your records.
Click the Refund Payment button to complete the process.
Viewing Refund History
After processing one or more partial refunds, you can view a complete transaction history. Click on the payment row to expand its details and select the History tab. This provides a clear audit trail of the original payment and all associated refunds.
The Account Credit Requirement
The ability to perform a partial refund on a payment is directly tied to the customer's account credit. If a customer's account does not have a credit balance (i.e., the credit is $0.00), the partial refund option will not be available. The system is designed this way to ensure a clear and auditable trail of all financial transactions.
Why Account Credit is Necessary
Unlike a full refund, which reverses the entire transaction back to the original payment method, a partial refund functions by transferring a portion of the payment's value to the customer's account credit. This process offers several advantages:
Simplified Bookkeeping: It keeps the funds within the customer's account in your system, making it easy to apply the credit to future invoices without creating complex reconciliation tasks.
Flexibility: You can credit a customer for a small overpayment or service issue, and that credit is automatically ready to be used on their next bill.
Transaction Integrity: It avoids creating multiple, separate refund transactions back to a credit card or bank, which can be difficult to track.
How It Works
When you process a partial refund, the system debits the amount from the original payment and simultaneously credits the customer's account balance. For example, if you refund $2.00 from a $4.00 payment, the original payment will now have a remaining value of $2.00, and the customer's account credit will increase by $2.00. Once a payment has been partially refunded, it can no longer be fully refunded; you can only issue additional partial refunds until the remaining balance is zero.
IMPORTANT Details:
Only available if you are connected to the Hauler Hero Payments processor including the new transaction history screen
You issue partial refunds on a transaction until the original amount is exhausted
Surcharges are refunded proportionally
You cannot partially refund ACH payments. Available for Credit Card transactions only.