Refund a Gift Certificate

Navigate to More → Reports → Transaction List.

Set up search and filter parameters and run the report.

1. Set a date range if wanted.

   

2. To filter for just Gift Certificates: Tap the Filters icon, then tap Transaction Type.

   

3. Tap Gift Certificates and then tap Apply.

   

4. If you have multiple locations, the current location is selected by default, but you can use Business Location to select all or multiple locations for the report. Tap Apply after making your selections.

   

5. Tap Run Report on the filters selection screen to run the report.

Swipe left on a transaction entry and then tap Refund.

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

Web

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.

On the refund page, all items that were part of the transaction are shown.

Be sure to select just the Gift Certificate item to refund by tapping Refund right beneath the gift certificate entry.

The Refund Amount will be pre-filled with the gift certificate balance - the original purchase amount minus any purchases made with the certificate since it was issued. You can see the history of a gift certificate from the Gift Certificates Report (only available on the web version of Vagaro.)

You can refund only part of the balance and leave a balance on the gift certificate if you want, or accept the default of refunding the entire remaining balance. Tap Next.

On the refund distribution screen, you can break up the refund into several of the available refund method options. This screen defaults to the refund method you clicked on the first Refund screen.

In the sample above, the total refund of $150.00 has been divided between cash and a new gift certificate. The Refund Distribution will always add up to the total refund.

When you've configured the refund options, tap Submit and then Refund [$xx.xx] to continue.

Enter a reason for the refund, toggle the options to email or print a receipt, and tap Continue.

Xero/Quickbooks Users: A popup will display, stating that the gift certificate you're refunding won't be added to your Quickbooks or Xero reports since gift certificates are considered virtual money.

If you are issuing the refund as a gift certificate to a customer who already has one or more gift certificates, this screen displays asking if you want to add to an existing one or create a new certificate for this refund.

1. Tap Add Existing to increase the balance of an existing gift certificate.

   Select an existing gift certificate for the balance increase and tap Submit.

   

2. Tap Add New to add the balance to a new gift certificate.

   Enter, auto-generate, or scan the gift certificate number; select an expiration date, if wanted, and tap Submit.

   

A pop-up message confirms the refund.

Navigate to Reports → Transaction List.

Set up search and filter parameters and run the report.

1. You can use Advanced Filters to select a Transaction Type of Gift Certificates to narrow the results.

   

   Click this link to learn how to run a Transaction List report: Transaction List Report - Web Version.

2. If you have multiple locations, the current location is selected by default, but you can use the Business Location drop-down list to select all or multiple locations for the report.

   

Click the Action drop-down list for the transaction to refund, and then click Refund.

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

Web

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.

Depending on how the gift certificate was paid for (cash, check, or credit card), you'll see options for refunding the transaction.

Click one of the available refund method options.

The Refund Amount will be pre-filled with the gift certificate balance - the original purchase amount minus any purchases made with the certificate since it was issued. You can see the history of a gift certificate from the Gift Certificates Report.

You can refund only part of the balance and leave a balance on the gift certificate if you want, or accept the default of refunding the entire remaining balance.

Click Next.

On the Refund Summary screen, you can break up the refund into several available refund method options. This screen will default to the refund method you clicked on the first Refund screen.

In the sample above, the total refund of $200.00 has been divided between cash, a credit card, and a new gift certificate. The Refund Distribution will always add up to the total refund.

When you've configured the refund options as you want them, click Confirm.

Back on the main refund screen, enter a reason for the refund.

Notice you can print or email a copy of the receipt.

Click Refund.

Xero/Quickbooks Users: A popup will display, stating that the gift certificate you're refunding won't be added to your Quickbooks or Xero reports since gift certificates are considered virtual money. Click OK.

Suppose you are issuing the refund as a gift certificate to a customer who already has one or more gift certificates. In that case, this screen displays asking if you want to add to an existing one or create a new certificate for this refund.

1. Click Add Existing to increase the balance of an existing gift certificate.

   Select an existing gift certificate for the balance increase and click Submit.

   

2. Click Add New to add the balance to a new gift certificate.

   Enter, auto-generate, or scan the gift certificate number; select an expiration date, if wanted, and click Submit.