Refunding an Epass Pay Transaction

Updated November 4, 2024

You can refund a customer's previous EPASS Pay transaction back to their original payment method once the payment has been batched. This means that you cannot refund a payment on the same day that you take the payment. Usually, the waiting period is a day.

What if the original payment wasn’t made through EPASS Pay?

Any payments made before you started using EPASS Pay do not have a transaction ID and are refunded using an alternative method. Follow the instructions for refunding a payment not made through EPASS Pay.


Note: You can only refund payments without a transaction ID within 180 days of your EPASS Pay onboarding date. After 180 days, you can’t refund any payment that doesn’t have an EPASS Pay transaction ID.

To Refund an EPASS Pay Transaction

  1. Open the Invoice Detail in Edit mode.
  2. Click the Payment tab.

  1. In the Payment Type dropdown, select the EPASS Pay Payment Type you are refunding to.

  1. Enter the Amount of the refund as a negative. This triggers the refund function in EPASS.

  1. Click the Tx ID browse button.

  1. Select the original transaction from the list, and then click Return.

  1. (Optional) Enter a Comment for this transaction. The comment appears on the invoice payment line.

  2. If not already selected, select your Branch from the dropdown.

  1. Click OK. Once the refund is processed, the result is applied to the invoice.

 

Refunding a Payment Not Made Through EPASS Pay

Transactions not made through EPASS Pay are refunded to a customer's credit card.

Note: Refunding a transaction without the original transaction ID is only allowed for 180 days starting from the date you on-boarded with EPASS Pay.

To refund the transaction, do the following:

  1. Open the Invoice Detail in Edit mode.
  2. Click the Payment tab.

  1. In the Payment Type dropdown, select EPASS Pay Credit Card.

  1. Select Refund without original transaction.

  1. Select the Entry Method from the dropdown. If PIN Pad is selected, select the PIN Pad you are using from the dropdown.

  1. Click OK. Once the refund is processed, the result is applied to the invoice.

Viewing the Refund in Merchant Track

  1. Click the Merchant Track button on the toolbar.

  1. Click Recent Transactions – View Report.

  1. The refund appears in the Transaction Report. Click the Transaction ID link to view the complete refund details.

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