Let's start with why you need to do a refund vs a void. A void you can do before the batch has been sent to the processor. That means Visa may have authorized the transaction when you swiped the card, but they are waiting for you to confirm the sale which is done when the batch is settled. That happens in several ways depending on the transaction and the processor. We can cover that in another article. In the case of a refund, you already told Visa as an example. So now we need to let them know that the transaction has changed.
Don't know if the batch has been closed or not, let's check. In X1 the invoice status can tell you the answer. Invoices in Processed status means the batch has closed and you can no longer do a Void and only a Refund. Invoices in Processing status equals the batch has not closed and you can process a Void. To learn how to do a void click here.
How to do a Refund
First, communicate with your team by leaving a note in the Refund/Void Payment section. Then proceed to the correction button. Don't worry, the customer won't see this in the print.
After executing these steps, you'll be taken to the editing page. As you can see, an invoice Total section appears
Let's proceed with the steps!
Find the line you need to fix and click on the pencil button by Actions. This will create a new row for you to make your corrections.
If the button was clicked by mistake, no worries, by selecting the revert option (below) the line will go back to how it was.
Go ahead and make your corrections by overriding the QTY value.
Qty: Will affect inventory
After you have made all your edits, check the refund amount under Refund to Customer. This is the amount that will go back to the customer.
If everything looks good, click on the Generate Refund Invoice button.
Almost there!
The system will provide you with a Refund invoice for a final review. If everything looks correct, go ahead and click the Process Refund on the bottom right to finalize the payment.
If incorrect, hit the cancel button and start over
You're Done!
Need to rebill the correct charges? You need to start a new invoice (as opposed to VOIDs where the system creates a copy of the original in working status).
To start your rebill invoice, you may do so from the original service request or from the fuel operation in fuel inventory if no request exists.
Bonus Fact: From the invoice list, you can use the info buttons (i) under Actions to see the relationships between the original invoices and the refund invoices.
Need more help? Contact X‑1FBO Support for further assistance