How to Void or Refund a Credit Card Payment in Sage 300

7/10/2013

Mistakes are bound to happen, which is why Sage Payment Solutions makes it easy to void or refund a credit card transaction within Sage 300 (formerly Sage ERP Accpac). A few months ago we outlined the steps to Process Credit Card Payments, now lets take a look at how to void or refund a transaction.

How to Void a Sage 300 Credit Card Transaction

Before You Begin ... Make sure you have a working internet connection and that Sage Exchange is installed and running properly on the workstation that you are using to void the transaction.

In order to void a credit card transaction, the credit card payment must have been processed but not settled by Sage Payment Solutions. Please be aware that transactions are usually settled within 24 to 48 hours after processing. If the transaction has already been settled skip down to How to Refund a Credit Card Payment below and follow the steps outlined there.

Step 1: Select the Document
In Order Entry (O/E) or Accounts Receivable (A/R), select the document for which a credit card payment has been processed. Here is a list of Sage 300 screens that support credit card payments:

O/E Order Entry
O/E Shipment Entry
O/E Invoice Entry
A/R Invoice Entry
A/R Receipt Entry

Step 2: Open Prepayments Screens
If you are using a screen that processes credit card payments from a prepayments screen, open the prepayments screen.

On the A/R Invoice Entry screen, click Prepay.
On Order Entry screens, click Prepayments.

Step 3: Click Void
Once you click Void, Sage 300 will check Sage Payment Solutions to determine whether the transaction has been settled or not ...

If the transaction has been settled: An Error Message will appear informing you that the transaction you selected cannot be voided. In order the clear the transaction you must issue a refund using the Refund Entry screen in Accounts Receivable (see below).
If the transaction has not been settled: The PMT Process Credit Card screen will appear and the credit card used for payment will be selected.

Step 4: Void Sale
The transaction has now been voided by Sage Payment Solutions.

How to Refund a Sage 300 Credit Card Transaction

Sage Payment Solutions allows you to issue a transaction refund by cash or check, or by applying a credit to the card used for the transaction.

Before you begin ... Make sure you have a working internet connection and that Sage Exchange is installed and running properly on the workstation that you are using to void the transaction.

In order to issue a refund for a credit card transaction, the credit card payment must have been processed and settled in Sage Payment Solutions, and the batch containing the transaction must have posted toSage 300 in order to issue a refund.

Note: If the transaction you are refunding was entered in Order Entry, you must run a Day End Processing before you can select the transaction on the A/R Refund Entry screen.

Step 1: Open Accounts Receivable
Then navigate over to A/R Transactions and then to Refund Entry.

Step 2: Create a New Refund Batch
Or, open an existing Refund Batch.

Step 3: Enter General Information for the Refund

Enter a description for the entry.
In the Customer Field, type or select the customer number.
In the Refund Field, accept the ***New*** entry to let the program assign the refund number.
Enter the date, year, and period for the refund, or accept the displayed information. (The program will use the session date and the current year and period as defaults for the refund).

Step 4: Select the Payment Type
If all or part of the refund is in cash, click the Cash Payment button:

Enter the bank/cash account and the currency for the cash refund.
If you are refunding in a currency different from your functional currency, specify the rate type, rate date, and the exchange rate for the refund.

If all or part of the refund is by check, click the Check Payment button:

Enter the bank, currency, and check language for the refund.
If you are refunding in a currency different from your functional currency, specify the rate type, rate date, and the exchange rate for the refund.
Select the Print Check option if you are using a Accounts Receivable to print the check. If you have issued a manual check, do not select this option, but enter the check number in the field provided.

Note: When you add details for the cash refund later, the program updates the Check Amount field.

Step 5: Add Refund Details in the Detail Table
Note: When refunding a credit card payment, you can enter only a single detail line for the refund.

For each detail ...

Press the Insert key on your keyboard to insert a detail line.

In the Document Number column:

Enter the number for the document you are refunding, or use the Finder to select it.
The program will fill in the information about the selected document, including the document type, original amount, current and pending balances, and whether the document is job related.

In the Payment column:

If you are using applying a credit to the card used for the original transaction, verify that the payment type SPS Credit Card is selected.
If you are issuing a refund by cash or check, double-click the Payment Type field and select the payment type.

If you are applying the refund to a credit card note paid by credit card, select the receipt number associated with the payment from the list in the Receipt No. field.

In the Payment Amount column:

enter the amount you are refunding for the selected document.
You can refund any amount up to the total of the original amount.

Step 6: Click Add to the Refund Entry
The Credit button will then become available.

Step 7: Apply Credit to Card
If all of part of the refund is by credit card, apply the credit the card.

Click the Credit Button.

The PMT Process Credit Card screen appears in Credit Mode, with the card used for the original transaction selected. (You cannot select another card because you must apply the refund to the card used for the original transaction).

Click the Apply Credit Button.

Sage Payment Solutions will then apply the credit to the card used for the original transaction. Transaction details and a status message will appear on the PMT Process Credit Card screen.

Click Close to close the screen.

Step 8: Click Save to Save the Refund Entry

And that is how you issue a credit card refund using Sage Payment Solutions in Sage 300 ERP!

In summary, Sage Payment Processing is a complete payment processing solution that allows you to easily void a credit card transaction or issue a refund directly within Sage 300 ERP.