Refunding an Order to Account Credit

Dave McNamara
Dave McNamara
  • Updated

In this article, we’ll guide you through the steps to refund Account Credit. We’ll explain different ways you can refund Account Credit as well as provide links to resources you may find helpful.

Before you read this article you should be familiar with:

 

What is Account Credit?

Account Credit is an amount of money added to a Customer’s Record. This is added as a credit balance available to spend. This could be as a result of the following:

  • Refunding an Order to Account Credit. For example a Customer has paid in Cash, but you don’t have enough Cash available to issue a refund.
  • An amount given as a gesture of goodwill

There may be occasions when you want to refund an Order initially refunded to Account Credit, back to the Original Payment Method. You may also want to refund Account Credit given as a gesture of goodwill, for example if this credit is due to expire.

 

Refunding an Order to Account Credit

You can refund an Order to Account Credit, or in the same way as you refund any other Order in your Spektrix system.

 To refund an Order to Account Credit, follow these steps:

  1. Search for the Order you want to return
  2. Place a tick in the check box next to the item(s) you want to return:

     

  3. Click the drop down arrow next to Print and select Return. For group Orders click Edit instead of Return:

     

  4. Select the Sales Channel from the New Transaction pop up:

     

  5. You may see a pop up asking if you want to keep or return the Commission. Choose the appropriate option:

     

  6. You’ll be taken to the Basket/Cart where you’ll see the amount To refund:

     

  7. Click on the Credit, Deposit and Vouchers tab:

     

  8. Click Credit customer’s account:

     

You’ll see a Refund to Credit screen:

 

 

Check the following before clicking Refund:

  • Customer: The Customer’s name.
  • Account Balance: The amount of available Account Credit.
  • Amount to Credit Account: The Amount that will be credited back to the Customer.
  • Reference (optional): Enter a Reference, for example a cheque or invoice reference. This is for your reference only and won’t appear on any reports.

 

Refunding Account Credit back to the Original Payment Method

If you’ve previously refunded an Order to Account Credit, it’s possible to refund the Account Credit back to the original payment method.

TIP: You can’t refund Account Credit which has been manually added to a Customer’s Record to a Customer’s card. This is because no payment is taken as part of that transaction. You can only issue card refunds where there is a matching card payment.

You can issue a Cash refund or use a Custom Refund Type to account for the refund in Spektrix. You’ll then need to refund the amount to the Customer manually outside of Spektrix. For example, BACS, Cheque.

In this example, the Customer has purchased a Ticket which has been refunded to Account Credit. The earliest transaction displayed on the right shows the Sale. The latest transaction on the left shows the Refund to Account Credit:

The Customer then decides that they’d like a refund back to their original method of payment. To refund Account Credit back to the original payment method, follow these steps:

  1. Search for the original Order that was refunded to Account Credit
  2. Open the Order and click the edit Basket/Cart button:

     

  3. Select the Sales Channel from the New Transaction pop up:

     

  4. Click on the Credit, Deposit and Vouchers tab:

     

  5. Click Use customer’s credit / vouchers:

     

  6. In the Credit / Voucher payment screen, enter the Amount to refund and click Confirm:

     

  7. Back in the Basket/Cart, you’ll now see the amount to Refund:

     

  8. Click on the Refunds tab. Select the Refund type that matches the original method of payment:

     

  9. You’ll see a Payment Options screen for the Refund type. Check the Amount is correct and click Ok:

     

  10. The Basket/Cart will be updated with the Refund. Click Confirm to complete the Refund:

     

This article should give you the information you need to Refund an Order to Account Credit and Refund Account Credit. To learn more, visit the Sales, Returns and Exchanges section of our Support Centre.