How do I handle a refund for a credit card payment?

To refund an online payment (credit card or, in some cases, ACH), the process depends on which payment processor handled the original payment as well as your own accounting processes and preferences.

• If you're using Stripe, Authorize.net, or an external processor like PayPal, the actual return of funds will be handled in the processor's software.
• With the actual refund handled, you have a few options for how to record the refund in Populi.

Stripe, Authorize, and external processors

1. On the payment's page in Populi, refer to identifying items like the Transaction ID and amount to help you locate the payment in your processor's system.
2. In your processor's merchant account terminal, process the refund. Please refer to your processor's support materials for instructions.
3. Back in Populi:
   • On the payment's page, unapply the payment from any invoices it has been used to pay.
   • On the payment's transaction page, depending on your accounting processes, you may want to void or reverse the transaction.
   • On the student's Profile > Financial view, record an outgoing payment or, as appropriate, refund a credit balance.

PayFactory

The above points under step 3 for unapplying payments, voiding/reversing, etc. apply here as well. The actual refund, however, is initiated in Populi.

1. Go to Accounting > PayFactory.
2. Next to the payment you wish to refund, click .
3. Confirm your choice.
4. Afterwards, update the payments, invoices, etc. in Populi as appropriate.