When taking a payment through Service Fusion, the need will occasionally arise that a reference to a returned payment needs to be made without returning funds to the customer (such as ACH voids, disputes, or cancelled payments on the customers end, or to keep record of cash/check refunds). In these situations, a typical payment void or refund won't be applicable. However, Service Fusion can still facilitate this process!
This process will begin at the job level. If viewing the affected invoice, you'll click the job number located in the center of the invoice, then proceed to click the deposits button at the top of the job:
This will be the same window used to accept Deposits on a job! You can use this to perform a reference only refund that will not send funds back to your customer. Looking at this window, you will see the payment taken on the right side with the option to Void a cash/check/etc. payment, as well as the option to Refund a credit card or ACH payment. We will NOT interact with these options!
Instead, you'll interact with the Process Transaction box on the left side of this window. First, select the appropriate Payment Method. Please Note: Do not use a credit card or ACH option. It's recommended to navigate to My Office > Payment Methods and create a Payment Method to account for these situations (or multiple if preferred!). All fields once the new method is selected will be required with the exception of the Payment Memo field, however, it may be ideal to utilize this field to notate any pertinent information regarding the reason for this reference refund! Be sure to select Refund as the Transaction Type before selecting to submit!
With the Transaction Type selected as Refund, the system will know to apply it as a negative. Once selecting the green Submit Transaction button at the bottom of the window, a confirmation pop up will appear as if the payment is positive. The payment will still be applied as a negative due to the refund status - The payment is just not shown as a negative in this window which triggers the pop up. Click Proceed to move forward!
The Transaction History will then update to show that there is a Refund performed, as well as a green confirmation message showing that the refund has processed successfully. No funds are returned to the customer using this process. This is just a confirmation to confirm that a record was added to the history for reference ONLY.
Due to utilizing the Deposit screen for this process, it will record the negative amount for the refund in the Deposits field on the job/invoice. This will still show the invoice as open with an amount due as shown by the Total Due field.
Please click the above image to enlarge
This can be updated by utilizing the Converting Job Deposit to Invoice Payment feature if preferred!