Incorrect payment, cancelation, unsatisfaction with the service, and other reasons can cause a refund.
A refund is essentially a transaction, but unlike a payment, it is sent from you to the customer.
Depending on the terms and reasons, a refund can be full or partial.
And depending on the customer’s payment method, you can either issue an online refund or register an offline one.
Refund Issuance #
Issuing a refund is a reverse transaction of a customer’s payment. Accordingly, it can only be issued to a customer who has paid an invoice online through one of the Rainex connected gateways.
Invoice card #
Go to the paid invoice card from the invoices tab, customer card or subscription.
Please note that the invoice must be paid and it must be done online via Rainex.
Click Issue a refund in the options in the top right corner.
In the modal window that appears, select the transaction you wish to refund to the customer.
Next, enter the refund amount. It can be equal to the transaction or be less in case of partial refund. But the refund amount cannot exceed the amount of the received transaction.
Please note that in case of large amounts, the payment aggregator may have its own restrictions and therefore the system may ask you to split the refund into several smaller ones.
Finally, select the refund reason code.
Click Proceed and the system will start generating the refund.
The refund credit note and the corresponding transaction will appear in the system and will have statuses that allow you to track this operation.
Credit Note Card #
A refund can also be invoiced through a credit note card.
Suppose a customer accidentally paid an invoice twice (online through a gateway connected to Rainex). The amount of the second mistaken payment will get an unallocated status in the system and an adjustment credit note will be generated for it. This money can remain in the system on the customer’s balance and will be allocated to the payment of the next invoice. Or it can be returned to the customer.
For a refund, go to the credit note card and click Issue a refund.
The steps to issue a refund then repeat those from the invoice card.
Transaction card #
Similarly, refunds can be issued directly from a transaction card.
In the Transactions tab, select the successful and paid online transaction you need and go to its card.
Click Issue a refund and fill in the data in the modal window that appears.
Click Proceed and the system will activate the refund transactions.
Refund Record #
Recording refunds is a way of keeping customer data correct. The record is necessary for those customers who pay offline or by any other methods agreed with you that are not available in Rainex. I.e. if you regularly record a customer’s payment, you need to record a refund for that customer as well, if necessary.
Invoice card #
Go to the paid invoice card from the invoices tab, customer card or subscription.
Click Record a refund and enter the details for the refund in the modal window that appears.
Enter the refund amount, which can be either equal to the amount of the paid invoice or less in case of a partial refund. Please note that the refund cannot exceed the amount paid.
Enter the date of the refund by entering it manually or selecting it on the calendar.
Select the reason code for the refund.
Finally, indicate the method by which the refund was made.
Click Proceed and the refund details will be reflected in the system.
Credit Note Card #
If you have created a credit note in the invoice card, you can use it for the refund.
Go to the desired credit note card and select Record a Refund from the right side menu.
Just as you would for an invoice card, enter the amount, date and specify the payment method.
Click Proceed and the customer’s details will be completed.
