How do I refund a Payment in Apex?

In order to refund a Payment on an active invoice in Apex please follow the below steps

1. Refunds

1. The reasons/references why guests are refunded are very important for auditing purposes. Please see below on how to refund the different payment types.

       Cash Payments

1. To refund a Cash payment a "Paid Out" has to be charged on the invoice.  Click on the "Invoice" tab and select the "Charge" button, the Charge window will open.

1. Select the currency and "Paid Out" on the charge code list. Type in the reference and the amount that needs to be refunded, then select the "Post" button.

1. Should Supervisor Authorisation be required enter your details. 

1. A confirmation window will appear next click "Yes" to continue.

1. The "Paid out" will reflect as a charge and will have cleared the surplus amount to zero the invoice total. 
   

OR

1. Another option to refund a Cash payment is to post a negative Cash payment on the invoice. This is a separate setting that needs to be activated, please navigate to Administration -> General Administration -> Systems Defaults and Policies.

1. On the "System Settings" page ensure the setting "Allow Debit Cash and Cheque" is ticked and save the changes.

1. Click on the "Invoice" tab and select the "Pay" button, the payment window will open.
   

1. Select the currency and the payment type "Cash" from the list of payment options. 

1. Type in the reference and the amount that needs to be refunded with a (-) minus in front of the amount, then select the "Post" button.

1. Should Supervisor Authorisation be required enter your details. 

1. A confirmation window will appear click "Yes" to continue.

1. The "Cash" transaction will reflect as a charge and will have cleared the surplus amount to zero the invoice total. 

       Credit Card and EFT Payments

1. To refund a Credit Card payment a negative payment has to be posted on the invoice. Click on the "Invoice" tab and select the "Pay" button, the payment window will open.

1. Select the currency and the payment type credit card (master, visa, american express or diners club) or EFT from the list. 

1. Type in the reference and the amount that needs to be refunded with a (-) minus in front of the amount, then select the "Post" button.
   

1. Should Supervisor Authorisation be required enter your details. 

1. A confirmation window will appear click "Yes" to continue.

1. The "Credit Card" or "EFT" will reflect as a charge and will have cleared the surplus amount to zero the invoice total. 

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