Void or Refund a Transaction

Modified on Tue, 28 Jan at 3:04 PM

To void or refund the full amount of a transaction, click the Transactions dropdown -> Refund -> click Void or Refund next to the relevant transaction. If a batch has not settled (by default, batches settle at 5:55 Eastern every day), then you may void a transaction. If batch has settled, then you must refund a transaction.

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After processing the refund in USAePay, you will then need to make one or two entries in QBO, depending on the situation.

Create New -> Refund Receipt -> fill out info in the refund receipt accordingly, i.e. customer = customer, date = date, amount = amount, Deposit From = FM Clearing, etc.
If the refund is for a customer who no longer needs to make a payment, then no further action needed.
However, if customer still needs to make a payment (i.e. if they choose to pay via different method, or if they overpaid a deposit amount but still owe you the rest of the invoice at some point in the future), then you will need to have an open invoice in QBO so customer will be able to make payment when ready. There are several ways to do this, but the easiest is to:
1. Don’t edit the original invoice or payment at all. Create a new invoice for the same customer for the amount still owed.

Then, either send the new invoice to the customer, or Receive Payment for the new invoice if they’ve chosen to pay via a non-FM method, i.e. paper check or cash.