Refund a Gift Certificate - Web Version

To refund a gift certificate, follow these steps.

Related article:

• Refund a Gift Certificate - Vagaro Pro app
• Transaction List Report - Web Version

1. Navigate to Reports > Transaction List.
   
2. Set up search and filter parameters and run the report.
   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.
3. Click the Action drop-down list for the transaction to refund, and then click Refund.
   
4. Depending on how the gift certificate was paid for (cash, check, or credit card), you'll see options for refunding the transaction.
   
   
   Note: If there is more than one item listed for the transaction, be sure to select the line for the item you want to refund.
5. 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.
   
   
   
   Note: Manual changes to the value of the gift certificate, made by editing it from either the Gift Certificates Report page or the Customer Profile Gift Certificate tab, are not reflected in the refund amount. So, for example, if the GC was purchased for $100 and the recipient has used it for a $12.02 purchase, but the GC amount was manually increased to $95.00, the refundable amount will still be $87.98 ($100 - $12.02).
6. 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.
   
7. Click Next.
8. 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, credit card, and a new gift certificate. The Refund Distribution will always add up to the total refund.
9. When you've configured the refund options as you want them, click Confirm.
10. Back on the main refund screen, enter a reason for the refund.
    Notice you can print or email a copy of the receipt.
    
11. Click Next.
12. 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.
    
13. 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 or create a new certificate for this refund.
    
    
    Note: The Add New screen opens if the user doesn't have any gift certificates.
    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.
       
    3. The refund to the new or existing gift certificate is processed.