After a debit card or credit card payment completes processing and has been settled by Yardi Payment Processing, you can partially refund or fully refund the payment. Kube labels settled payments as Settled. This article covers this process.
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Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all of these menus or services may not be available or displayed.
If your country does not support payment processing or the service is not enabled, you cannot void or refund an ACH, credit card, or debit card payment, as there will never be these types of payments in Kube. You can void a cash or check payment instead. For more information, see Payment processing off overview and Voiding a cash or check payment.
Credit and debit card refund process
When you issue a partial or full refund on a credit or debit card payment, Yardi Payment Processing refunds the payment amount. Kube labels the payment Refund in Progress on the Payments screen while Yardi Payment Processing processes the refund. Once the refunded payment settles and the payment amount is refunded, Kube marks the original payment Refunded and adds a negative payment that it labels Non-Sufficient Funds.
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A credit card or debit card payment that has not been settled by Yardi Payment Processing cannot be partially refunded and can only be fully refunded. For more information on fully refunding a processing credit card or debit card payment, see Refunding a processing credit or debit card payment.
This status is dependent on your Yardi Payment Processing (YPP) setup. You must select whether reversal receipts generate with an NSF status. If you need assistance with your YPP setup, contact Yardi technical support.
To issue a full refund for a credit or debit card payment
Select Receivables in the top menu and select Payments from the drop-down menu.
Locate the Settled payment you want to refund in the grid and click the payment.
Click the pencil edit button.
Click the Full Refund button. A confirmation request appears.
Click OK.
To issue a partial refund for a credit or debit card payment
Select Receivables in the top menu and select Payments from the drop-down menu.
Locate the Settled payment you want to refund in the grid and click the payment.
Click the pencil edit button.
Click the Partial Refund button. The Partial Refund menu appears.
Complete the fields. See the end of this article for Partial Refund Screen Reference.
Click Refund. A confirmation request appears.
Click OK.
CAUTION: A partial refund can only be processed once per payment. Once a partial refund is applied to a payment, you cannot process another partial refund or a full refund for that payment.
Partial Refund Screen Reference
Notes | Enter internal notes into this field. |
Create Positive Charge | Select this option to create an invoice for the partial refund amount.
EXAMPLE: A member needs to pay $20.00 using a different payment method for accounting purposes. Selecting this option refunds $20.00 to the original payment method and creates an unpaid $20.00 invoice that can be paid immediately using the alternate payment method. |
Partial Refund Amount | Enter the amount(s) to refund. The amount(s) entered must be less than the Total Amount.
CAUTION: Separate charges and invoices are NOT generated for each partial refund amount. |
Refund Charge Code | Select the charge code the transaction should post to. For more information about charge codes, see GL Accounts & Charge Codes. |