At the time of this writing, this article pertains to the credit card processing interface with Club Automation. This does not pertain to the Novera integration. If you are unsure what integration you have, open up the credit card gateway in Therabill and look at the top left of the credit card gateway. It will tell you which integration you have. At this time, if you are using the Novera gateway, you will need to log in to your virtual terminal provided by Novera to void or refund transactions.
Refunding and Voiding Credit Card Transactions
If you ran a credit card transaction and you need to either refund the transaction or void it, you can do this in Therabill through the credit card processing report.
What is the difference between a void and a refund?
In general, a void is done same day before all of your transactions get batched at the end of the night. A refund is done after your transactions have been batched (for example, the next day or any time after the same day). For how voids and transactions are treated at the financial institution, you may be able to get information from your merchant account provider or call the financial institution. Therabill does not handle that level of support on credit card transactions.
How to process the void or refund in Therabill.
Voids and refunds are handled the same way. Therabill will automatically determine whether to run it as a void or a refund based on the date of the credit card transaction. If it is same day, then Therabill will offer a void. If it is not the same day, then Therabill will offer a refund. To void or refund a transaction, you go to your credit card ledger report in snapshot reports. For convenience, a link to this report is available at the top right of your credit card gateway in Therabill by clicking the Go to credit card report link at the top right of your gateway (see image below, circled in red).
This will take you directly to the credit card ledger report in Snapshot Reports (see image to the right). From here, you can find the transaction. You may need to use the search filters at the top to help you find the transaction (especially if you are using the reconciliation feature). Once you have found the transaction, click the little blue info icon (image to the right, circled in red) associated with the transaction. This will open up a little info dialog box. At the bottom of this dialog box (see image to the right, lower), you will see either a Void Transaction button or a Refund Transaction button (see image to the lower right, red arrow). Click that button to void or refund the transaction.
Therabill sends a request through your credit card gateway to either refund or void the transaction. The person you originally charged may still see the charge for a few days in their bank account (especially with a refund). You may also want to verify by logging in to your virtual terminal provided to you by your merchant account provider (Club Automation or Novera) and verify your transactions. The virtual terminal will offer more reports and features than Therabill has to offer for your credit card processing.