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Refund a Transaction - Vagaro Pro app

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Donna J
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You can issue refunds to all your payment methods using the Transaction List Report.

  1. Navigate to More → Reports → Transaction List.

    1_vpro_more_reports_2x.png
    3_trans_list_2x.png

  2. Set up conditions and filters for the report (see Transaction List Report - Vagaro Pro app.)

  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. Swipe left and then tap Refund on a transaction.

    vpro_swipe_left_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 top section of the refund screen shows the payment details for the entire transaction. Scroll down to locate one portion of that transaction and tap Refund.

vpro_multiple_trans_refund_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.

  1. Locate the transaction to refund and tap Refund under it.

    vpro_tap_refund_2x.png

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

  3. The refund amount and tax (if applicable) are pre-filled. Tap Next.

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

    Enter portions of the total amount in the other options to split the refund.

    vpro_refund_dist_cash_gc_2x.png

  5. Click Submit.

    The refund summary screen reflects the distribution.

    vpro_refund_summary_2x.png

Continue with Finish the Refund.

Package

Refunding a package on Vagaro Pro follows the same process for other purchases, depending on the payment method. Follow the steps based on the payment method used to refund a package sale.

Note

The Customer's Package History shows the Package transactions (visit use and refund). Go to Customers, select a customer, then the Packages tab, and tap a package to see the history

IOU

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

  1. Locate the transaction to refund and tap Refund under it.

    vpro_tap_refund_2x.png

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

  3. The screen shows the refund in IOU and can't be changed. (It also shows the Refund Amount as 0.)

    vpro_refund_dist_iou_2x.png

    Tap Next.

  4. On the distribution screen, all values will be 0. Do not change them; just tap Submit.

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.

  1. Locate the transaction to refund and tap Refund under it.

    vpro_tap_refund_2x.png

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

  3. Review the transaction detail and tap Next.

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

    vpro_refund_dist_cash_cc_gc_2x.png

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

  5. Click Submit.

    The refund summary 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 exact amount charged to VPL when refunding a VPL transaction.

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

  1. Locate the transaction to refund and tap Refund under it.

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

  3. Tap Next.

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

  5. Click Submit.

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

  1. Locate the transaction to refund and tap Refund under it.

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

  3. Tap Next.

  4. 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.

  5. Tap Submit.

Continue with Finish the Refund.

Other

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

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

  1. Locate the transaction to refund and tap Refund under it.

    vpro_tap_refund_2x.png

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

  3. Distribute the refund between the available methods.

    vpro_refund_dist_cash_other_gc_2x.png

    The full refund amount will be filled in for the original payment type. You can enter amounts in the other refund options to split the refund between them.

    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. Tap Submit.

    The refund screen reflects the distribution.

Continue with Finish the Refund.

Membership

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 detail next to Membership. The first refund screen displays the price breakdown, discount, tax, and tip. 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. Tap Refund (the button shows the amount being refunded).

    vpro_refund_summary_2x.png

    For an outstanding IOU, the refund amount will be 0 because this action is closing out the IOU without any exchange of money.

  2. Enter the Reason for Refund (required.)

    vpro_refund_reason_2x.png

  3. Toggle Email Receipt and Print Receipt.

  4. Tap Continue.

    If you're not refunding with a gift certificate, this completes the refund process, and you'll see a refund confirmation.

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

    1. 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.

      vpro_sel_gc_refund_type_2x.png

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

        vpro_ref_existing_gc_2x.png

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

        vpro_add_gift_cert_2x.png

    2. Tap Submit to complete the 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 will show Refunded.

Refund Steps per Transaction Type

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

Product Purchase

  1. The 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 set on (green) by default.

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

    vpro_refund_summ_prod_2x.png

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

Membership

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

  2. Tap Refund under the membership entry.

  3. The Refund section shows the refund amount, any other amounts in the transaction, and a Cancel Membership toggle switch. Toggle it on (green) to cancel the membership when you issue the refund.

    vpro_refund_summ_memb_2x.png

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

Package

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

  2. Tap Next.

  3. Distribute the refund between the available options.

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

  4. Tap Submit to continue processing the refund from Step 3 of the refund process you are using.

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