Articles in this section

See more

Refund a Transaction - Web Version

Avatar
Donna J
  • Updated
Follow
tr_rpt_2x.png

Using the Transaction List Report, you can issue refunds to all your payment methods.

  1. Navigate to Reports → Transaction List.

    stock_rpts_trans_list.png

  2. Set up conditions and filters for the report (see Transaction List Report - Web Version.)

  3. Pick a transaction on the report.

    Note that if a customer purchased several items at once, each will be listed as an individual transaction, but you can use any one to start your refund.

  4. Open the Action drop-down list and click Refund on the transaction you're refunding.

    action_refund_2x.png

    Multi-Location Businesses:

    If your current location is not the one that made the transaction you're refunding, you'll see this message:

    Vagaro Pro app

    vpro_switch_to_refund_2x.png

    Web

    refund_switch_loc_2x.png

    Click Switch to Location. This changes your location to the one that issued the transaction. Now you can locate the transaction and complete the refund process in that business.

The refund screen shows the individual purchases from the transaction. The top shows the payment method used for the entire transaction, and the rows underneath show options for refunding each purchase individually.

pymts_used_ref_avail_2x.png

Refund Options per Payment Method

Follow the steps for refunding a transaction based on the original payment methods.

Cash, Check, Gift Certificate

For transactions paid with any of these methods or split between them, you will have refund options for CASH REFUND and GC REFUND.

pymt_cash_ref_cash_gc_2x.png

  1. Click one of the refund method boxes.

  2. See additional steps for refunding product, membership, and package sales, below.

  3. Distribute the refund between the available methods on the Refund Distribution screen.

    The full refund amount will be filled in for the selected option. Enter portions of the total amount in the other option boxes to split the refund.

    refund_dist_cash_gc_2x.png

  4. Click Confirm.

    The refund screen reflects the distribution.

Continue with Finish the Refund.

Package

PACKAGE REFUND will be the only refund option for services paid using a Package visit.

pymt_pkg_ref_pkg_2x.png

  1. Click the Package Refund box.

    refund_summ_pkg_svc_2x.png

  2. Click Confirm.

    The refund screen reflects the distribution.

Continue with Finish the Refund.

Note

The Package transactions (visit use and refund) show in the Customer's Package History (click the hyperlink in the Current Balance column.)

IOU

An Outstanding IOU can only be refunded using IOU. For a Paid IOU, follow the Cash, Check, Gift Certificate steps.

pymt_iou_ref_cash_gc_iou_2x.png

  1. Click one of the refund method boxes.

  2. See additional steps for refunding product, membership, and package sales, below.

  3. The Refund Distribution screen shows the refund in IOU Amount and can't be changed.

    refund_dist_iou_2x.png

  4. Click Confirm.

Continue with Finish the Refund.

Credit Card

Purchases made using a credit card can be refunded to the original credit card, Cash, or Gift Certificate.

pymt_cc_ref_cash_gc_cc_2x.png

  1. Click one of the refund method boxes.

  2. See additional steps for refunding product, membership, and package sales, below.

  3. Distribute the refund between the available methods on the Refund Distribution screen.

    refund_dist_cash_cc_gc_2x.png

    The full refund amount will be filled in for the selected option. Enter portions of the total amount in the other option boxes to split the refund.

  4. Click Confirm.

    The refund screen reflects the distribution.

Continue with Finish the Refund.

Vagaro Pay Later (VPL)

Important

See the information about refunds in Getting Started with Vagaro Pay Later and remember that you must refund the same amount charged to VPL when refunding a VPL transaction.

If VPL is the only payment method used, it will be the only refund option.

pymt_vpl_ref_vpl_2x.png

  1. Click the VPL refund method box.

  2. See additional steps for refunding product, membership, and package sales, below.

  3. VPL will be the only option on the Refund Distribution screen.

    refund_dist_vpl_2x.png

  4. Click Confirm.

You can split the refund if payment was split between VPL and other payment methods.

pymt_vpl_plus_ref_vpl_plus_2x.png

  1. Click one of the refund method boxes.

  2. See additional steps for refunding product, membership, and package salesbelow.

  3. Distribute the refund between the available methods on the Refund Distribution screen.

    If split between VPL and other methods, you must refund the exact VPL amount to that method. Distribute the rest of the refund to the other methods.

    refund_dist_vpl_plus_2x.png

Continue with Finish the Refund.

Other

You can split a refund between Cash, Gift Certificate, and Other.

pymt_other_ref_cash_gc_other_2x.png

For more about setting up and using Other payment methods, see Check Out Customers using Other Payment Methods.

  1. Click one of the refund method boxes.

  2. See additional steps for refunding product, membership, and package sales, below.

  3. Distribute the refund between the available methods on the Refund Distribution screen.

    The full refund amount will be filled in for the selected option. Enter portions of the total amount in the other option boxes to split the refund.

    refund_dist_other_2x.png

    1. The distribution options will show the name of the Other method used.

    2. Don't forget to issue the refund through the "other" payment method's refund process.

  4. Click Confirm.

    The refund screen reflects the distribution.

Continue with Finish the Refund.

Membership

tr_list_memb_discount_2x.png

If a service or product was purchased using a membership for the total cost or a discount, the amount covered by the membership will be shown on the Transaction list in the Mbsp column. The price breakdown, discount, tax, and tip are displayed on the Payment Summary screen. On the Refund Distribution screen, you can divide the refund of the total PAID between the available refund options (as covered in the previous sections.)

Finish the Refund

  1. Enter the Reason for Refund (required.)

    reason_for_refund_2x.png

  2. Check or clear Email Receipt and Print Receipt.

  3. If a Gift Certificate is used for the refund:

    1. Click Next.

    2. You are prompted to add the refund amount to an existing Gift Certificate (if the customer has any) or to add a new Gift Certificate.

      sel_gc_refund_type_2x.png

      • Add Existing: Select from the list of customer's gift certificates

        ref_existing_gc_2x.png

      • Add New: Enter or generate a new gift certificate number and an expiration date

        add_gift_cert_2x.png

    3. Click Submit.

  4. If you're not issuing a gift certificate for the refund, click Refund.

When done, there will be a new transaction at the top of the list for the refund, and the Action option for the original purchase transaction shows Refunded.

refunded_list_2x.png

You can print or email a receipt by clicking either action drop-down. To see a breakdown of how a refund was distributed, click the Refunded drop-down list and then Refunded.

refunded_detail_2x.png

Refund Steps per Transaction Type

See these sections for specific steps that depend on the type of sale you are refunding.

Product Purchase

refund_summ_product_2x.png

  1. The Payment Summary screen shows the breakdown of the transaction: Price, Discount, Tax, Tip, and Paid.

  2. The Refund section shows the refund amount, any other amounts in the transaction, and a

    Return Stock option checked by default.

    This option increases your inventory of the product by the number returned. Clear the checkbox if you don't want to return the product to inventory.

    You can increase or decrease the number returned to inventory using the +/- options.

  3. Click Next to continue processing the refund from Step 3 of the refund process you are using.

Membership

refund_summ_memb_2x.png

  1. The Payment Summary screen shows the breakdown of the transaction: Price, Discount, Tax, Tip, and Paid.

  2. The Refund section shows the refund amount, any other amounts in the transaction, and a

    checkbox to cancel the membership when you refund the purchase.

    Cancel Membership is cleared by default; click to check it.

  3. Click Next to continue processing the refund from Step 3 of the refund process you are using.

Package

refund_summ_pkg_2x.png

  1. The Payment Summary screen shows the breakdown of the transaction: Price, Discount, Tax, Tip, and Paid.

  2. The Refund section shows the refund amount and other amounts in the transaction.

    Leave the Return Visit (if shown) box unchecked when refunding the entire package.

  3. Click Next to continue processing the refund from Step 3 of the refund process you are using.

Related articles

Comments

0 comments

Please sign in to leave a comment.