How to adjust, void, and process partial refunds for receipts

To adjust a receipt

If the receipt you would like to adjust has a status of Posted, you must void the receipt and re-enter a new one. See the void instructions below.

If the receipt you would like to adjust has a status of Pending, you can edit the receipt as follows:

  1. Navigate to the receipt to be adjusted.
  2. From the aACE menu, click Edit.
  3. Make the changes you need to make and then click Save.
  4. When the dialog box appears, click Post to post the transaction or Not Yet to leave it pending.

To void a receipt

  1. Navigate to the receipt you would like to void.
  2. From the aACE menu, click Actions > Void Receipt
  3. A dialog box appears asking you to confirm the date for the reversal entry. By default it will display the current date. Enter an alternate date if necessary in the format of MM/DD/YYYY and then click Void.

The system will save and automatically post the record. You will be asked to view the related reversal.

Voided Credit Card Transactions

If you are using X-Charge credit card processing, the void will attempt to void the credit card transaction. A void will not appear on the customer's credit card statement. If the batch has already been processed a refund will be issued.

Voided Debit Card Transactions

Once the receipt is voided, you must issue a disbursement to refund the customer. Amounts are not put back on the card.

To process a partial refund for a receipt

  1. Navigate the to receipt you wish to work with.
  2. From the Actions menu, select Credit/Adjust. Receipt.
  3. Enter the amount of the credit in the General Info section and assign the amount to the appropriate invoice line. Be sure to enter the amount as a negative number, for example -300.00. Note that the Approval Code for credit card transactions automatically fills.

  4. Refresh the balance check to be sure the transaction is in balance.
  5. When ready, click Save
  6. When the dialog appears, click Post to post the transaction or Not Yet to leave it pending.

    NOTE: If adjustments to the related invoice are necessary, you must make those adjustments manually. Refer to the topics on invoicing for more information. 

See Also

How to issue a refund
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