The refund process described below will work for both online and standard payments. Online payments are any credit card payments , and in some cases it will include ACH/Pre-Authorized Debit payments, that have been automatically processed through a payment gateway. Standard (or manual) payments include offline credit card or offline debit payments, cash, checks, or other payments that have been taken in manually.
Open the applicable payment
When refunding a credit card transaction, you must first locate the transaction you plan to refund from the transactions tab, from the appeal, event, or constituent’s detail page, or by searching. Begin from the transaction detail page.
Locate the related list of payments, and examine the list to ensure the payment you plan to refund has not yet been refunded. If it has been refunded, a second payment for the same amount will exist, with a status of “Refunded”. If the payment has not yet been refunded you can continue. From the related list of payments, open the payment record by clicking on the payment number.
At the top of the payment detail page for the payment, you will find a “Refund” button. If you do not see the Refund button, you may need to edit your page layout and add the Refund button to the page. The refund button will automatically issue a refund at the payment gateway if it is an online payment. When you refund a payment, Causeview creates a refund-type payment based on the original payment.
The button will open a refund creation page where you can specify the amount and reason for the refund. The amount will be automatically filled in with the full value of the payment you are refunding. Specify a reason for the refund using the picklist and save the refund.
Causeview will communicate with the payment gateway and process the refund automatically for online payments. Once it is complete, the app will inform you that the refund is successful. Click on the link to return to the transaction and continue the refund process.
From the transaction detail page, you can now see that the approved amount of the transaction is $0.00, while the expected amount still corresponds to the original payment amount.
A second payment is shown in the payments related list, with a negative value equal to the original payment - note that negative values in Causeview are marked by enclosing an amount in parentheses. An associated allocation is also created with a negative value.
The refund process described below is for payments that have been made with a manual (standard) payment method, like check, cash, or offline credit cards. This method will adjust the transaction and information saved in Causeview, but you will have to refund money to the constituent outside of the app, as it will not be processed at the payment gateway. If the original payment was made using an automatic payment at your payment gateway, like an online credit card or pre-authorized debit, the refund should be issued using the automatic payment refund process, to automatically issue a refund from the payment gateway.
In order to refund the payment you will create a new “refund” type payment with the same information as the original payment. Refunds are essentially created by leaving the existing payment as-is in Causeview and crediting the constituent for the value of their payment. This practice will maintain your records in Causeview.
1) Open the applicable transaction
2) Save the payment number and amount
3) Create a new refund-type payment
When refunding a credit card transaction, you must first locate the transaction you plan to refund from the transactions tab, from the appeal, event, or constituent’s detail page, or by searching. Begin from the transaction detail page, and locate the specific payment that you would like to refund on the payment related list.
In order to create a refund-type payment with the same information as the original payment you will need to have access to the payment information. You could choose to open the payment and write down all of the details, or you may choose to open the payment in a different window or tab in your internet browser so that you can move between the payment and the new refund while you work. In either case, you will need to open the payment detail page by clicking on the payment number.
The information required to create a refund includes the payment number, amount, and payment type. Record this information, and then return to the transaction.
On the same transaction, navigate to the payment related list and use the “New Payment” button to create a new refund payment.
Select the “Refund” record type and continue.
The new payment window will open. The refund will automatically have the correct transaction number applied, and will be set to “Refunded” status. You can now enter as much information about the refund as possible using the information you saved from the original payment (red boxes) and your knowledge about the refund (blue boxes).
Enter the correct payment type that you recorded from the original payment, and enter the payment number as the “Payment Refunded”. Enter the same value in the amount field that you recorded from the original payment with the addition of a minus symbol (-) to make the refund into a credit. You may also select a reason for issuing the refund, describe the refund in the comments, and describe the status of the refund payment.
When all of the refund information is entered you can save the refund-type payment.
The refund payment will be created in Causeview with a negative value - a credit to the individual - and an associated allocation will be automatically created and saved.
On the transaction detail page you will now see that the approved amount for the transaction is adjusted to reflect the refund.