Processing a Refund from the Client Chart

Processing a Refund from the Client Chart

Overview

You can refund a client payment from the client chart. You can process either a full refund or a partial refund.

This feature is available for payments processed through the ICANotes+ credit card processing integration and payments recorded manually in ICANotes+.

Processing a Refund

  1. Open the client's chart.
  2. Select Account from the top navigation bar.
  3. Expand Unapplied Payments.
  4. Locate the payment you want to refund.
  5. Select Refund.
The Refund Payment window opens and displays the payment details.



 

 

Processing a Full Refund

  1. Review the payment details.
  2. Enter a description for the refund, if required.
  3. Select Refund Payment.

The refund is submitted for processing.




Processing a Partial Refund

You can process a partial refund only from the client's Account/Adjustment section.

Notes
Partial refunds are not available from the Calendar. You can process only full refunds from the Calendar.
  1. Open the client's chart.
  2. Select Account. 
  3. Expand Unapplied Payments.
  4. Locate the payment you want to refund.
  5. Select Refund.
  6. Enter the amount you want to refund.
  7. Enter a description for the refund, if required.
  8. Select Refund Payment.


 



Verifying the Refund

After you select Refund Payment, a message confirms that the refund is in progress.

When the refund is posted to the client's Account Ledger, you receive a notification.

  1. Select the bell icon to view the notification.
  2. Select the notification to open the client's account.
  3. Review the refund in account ledger. 

For a partial refund, a separate entry is added for the refunded amount.


 




Understanding the Refund Button

The Refund button is unavailable when:

  • A full refund has already been processed for the payment.
  • A partial refund has been processed for a payment entry. A separate entry is created for the refunded amount, and the Refund button is unavailable for that entry.

 


Checking Credit Card Refund Status

If the payment was processed through the ICANotes+ credit card processing integration, you can check the transaction status in the Nexio Dashboard.

Depending on whether the transaction was settled when the refund was processed, the transaction status may appear as Voided or Refunded.


FAQs 

How do I know whether the refund was processed?
After you select Refund Payment, a message confirms that the refund is in progress. When the refund is posted to the client's Account Ledger, a notification appears in the application.

Why is the Refund button unavailable?
The Refund button is unavailable when the payment has already been fully refunded or when you are viewing an entry for an amount that has already been partially refunded.

Where can I check the status of a credit card refund?
If the payment was processed through the ICANotes+ credit card processing integration, check the transaction in the Nexio Dashboard. The status may appear as Voided or Refunded, depending on whether the transaction was settled when the refund was processed.

Can I refund a manually recorded payment?
Yes. You can use the refund feature for payments that were recorded manually as well as payments processed through the ICANotes+ credit card processing integration.


Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.

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