A Refund is an account action used to record the return of a payment that was previously received.

Overview

A Receipt must be present on the account in order to process a refund.

Refunds can be used in the following situations:

• When payment has been received and is now being returned.
• For an outgoing exchange of funds previously paid.
• To record an outgoing payment related to a corresponding credit.
• When returning a security deposit or bond previously paid.

A refund for a payment made using a Payment Gateway will be returned directly to the selected credit card.

Manual Refund

1. In the side menu of RMS, go to Accounting > Quick Account Access.
2. Enter a Reservation Number or Account Number.
3. Choose the Go to Account icon.

1. Highlight the Receipt. 
2. Navigate to the Corrections menu.
3. Choose Refund.

Payment Gateway Refund

Open the Account in RMS.

1. Select the Refund Type.
2. Highlight the Credit Card Receipt processed using a Payment Gateway.
3. Enter the Refund Amount.
4. Select a Print Action.
5. Enter a Transaction Comment (Optional).
6. Select 'Process'.

The refund will be recorded on the account and highlighted in orange.

Refunds are included in the Cash Transactions Report for the accounting date on which the 
refund was processed.

Frequently Asked Questions

If the payment was made using the Existing Token receipt type, which option should I select for the refund?

• To process a refund for a receipt paid with a Credit Card Token, select 'Credit Card' as the refund type and then choose the corresponding Credit Card Receipt.

Why do I see different refund types than those shown in the images above?

• The available refund types are determined by the Receipt Types configured for the property.

How are credit card transaction fees applied to refunds?

• Credit card transaction fees will automatically be deducted from the available refund amount. If the fee value is to be included in the refund, it must be voided separately.

Do I need to void charges before processing a refund?

• No, a refund can be processed on an account without the need to void the charges.

Is there another way to process a refund?

• A refund can also be initiated by right-clicking on a receipt and selecting 'Refund'.

What is the difference between a refund and a reverse receipt?

• A reverse receipt is an account action used to remove a receipt from an account. It can be used when a payment made by cheque doesn’t clear, when a receipt was processed incorrectly and needs to be re-applied to the account, or when a direct debit fails, and no payment was received.

  ⚠ Important: Performing Reverse Receipt on a payment taken using a Payment Gateway will physically return the funds to the credit card initially used.

What is a Refundable Charge?

• A Refundable Charge is a type of Sundry Charge that can have allocated funds either applied to the account or refunded. Paid Refundable Charges can be refunded or applied to the account as needed.