How to Process Customer Credit with Credit Card Refund Using Paya

PROCESSING A CREDIT (REFUND) INVOICE WITH A CREDIT CARD PAYMENt

1. NOTE: The main thing to know is that you can only do this refund in Sage 100 IF the card was stored. Otherwise, you have to enter the refund directly in the Virtual Terminal, then RECORD the refund in Sage 100 as a negative Cash Receipts Entry as a CASH type deposit.
2. Find the invoice in history paid by the credit card that you want to return the items and refund the credit card.

3. Create a Credit Memo in SO Invoice Data Entry to return the items to stock, zero out the original invoice, and refund the card. Be SURE to reference the original, paid invoice in the “Apply to Inv No” field, as shown below. Answer “Yes” to “Do you want to copy invoice information from history?”

4. From the invoice data entry screen, click the Next Invoice # button to generate the next number in line, then populate the following fields:

1. 1. Invoice Type – Click the down arrow key to select Credit Memo

   2. Customer No. – Click the magnifying glass to select the customer

   3. Apply to Invoice # - Click the magnifying glass to display the available invoices eligible for credit. Highlight the invoice, then click Select. The invoice number will populate in this field.

5. Click “YES” to “Do you want to copy invoice information from history?”

6. Also Click “YES” to “Do you want to recall the item cost from history?”

7. Go to the Lines tab and select the item(s) that need to be returned.

8. Notice on the Totals tab, the Deposit Payment Type is set to “Credit Card” because the credit memo is bringing back the original payment details. 

9. On the Payment tab, notice the credit card details have been brought back from the paid invoice to this credit memo. Click “Submit Card” to proceed with refunding the credit card.

10. After clicking “Submit Card”, the PCD will prompt you to move forward. The dollar amount shows “100.00”. The negative value is imputed because it’s a credit memo but you’ll see the posting journals will correctly show negative values.

11. Click “Submit” to complete the refund.

12. The refund data entry is now complete. All that’s left is to post your Sales Journal.

13. Notice on the Sales Journal, the correct negative amounts.

14. Notice on the Daily Deposit Recap, the correct negative values. Your refund is now complete. You’ll want to update your posting journals to post the credit memo.

To reverse a credit card or ACH payment receipt

1. Select Accounts Receivable Main menu > Cash Receipts Entry.
2. If you have batch processing enabled, the Cash Receipts Entry Batch window appears. Enter the batch number, and click Accept.
3. In the Cash Receipts Deposit window, enter the deposit date and deposit number. For more information, see Cash Receipts Deposit - Fields.
4. In the Bank Code field, select the bank code that is tied to the credit card or ACH payment cash account. This is the same bank code that is used when you post the day-end credit card and ACH payment settlement amount.
5. In the Cash Deposit Amount field, type the deposit amount as a negative number and click Accept.
6. In Cash Receipts Entry, enter the customer number, or type the invoice number. For more information, see Cash Receipts Entry - Fields.
7. In the Deposit Type field, select Cash.
8. In the Check No. field, type CCREVERSE or ACHREVERSE.
9. In the Amount Received field, type the amount as a negative number.
10. Click the Lines tab, and perform one of the following:

• If you are recovering money from the customer:
  • In the Invoice No. field, enter the invoice to be reinstated. If you previously entered the invoice number and it has a balance greater than zero, the invoice number is automatically populated.
  • In the Amt Posted field, type the amount of the invoice as a negative number.

• If you are not recovering money from the customer, and instead will absorb the expense yourself:
  
  • In the GL Account field, enter the general ledger account number (for example, bad debt expense) to which you want to post this negative amount.
  • In the Amt Posted field, type the amount as a negative number.

• The credit card or ACH payment has been reversed.

• NOTE: If the customer's credit card or ACH bank account needs to be credited with the amount of the reversal, you must process a void in Paya Exchange.

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