Credit Card Payment was accidentally made under the wrong household
RecTrac 3.1.10.21.00
Table of Contents
Problem
We had a patron pay with a credit card (Pay code Visa/MC) for a deposit for a reservation. Staff accidentally booked the reservation for the wrong household and now we need to cancel the reservation and book the reservation under the correct household. I would like to avoid refunding the deposit back to the patrons' credit card and having them come back in again to pay. Is there a way to transfer the transaction and payment to the correct household?
Solution
You will need to link the NOVAL credit card profile to the user who is going to be making the correction. NOVAL credit card profile will allow you to process the refund and process a payment again using Visa/MC pay code in RecTrac without needing the customer present with their credit card. Once the correction is made remember to unlink the NOVAL credit card profile from the user.
Note:
Ideally, the solution would be to refund the credit card and recharge it with the involvement of the patron, take care of the following considerations if electing to not refund the incorrect transaction:
- The system will not be able to provide an updated receipt with a credit card mask that shows the correct household number.
- On the cash journal, you will see two transactions one is a debit and the second is a credit under the Visa/MC pay code with the wrong household. These two transactions will net to zero. You will see a third transaction as a credit under the Visa/MC pay code with the correct household.
- In the event the patron wants a refund back to their credit card, you will have to remember to use the original transaction receipt which is still tied to the wrong household. VS suggests adding the original receipt number in the payment reference of the correction transaction.
Steps For Solution
- From the RecTrac main menu, go to Profile Assignments.
- Under Linked Profiles, find the User who will be making the correction.
- From the Available Profiles column, drag and drop the NOVAL credit card profile to the User to link it.
- From the RecTrac main menu. go to Transaction Update.
- Enter the Receipt Number.
- Click Reverse Receipt Payments.
- Highlight the credit card payment from the Previous Payments DataGrid.
- Click Reverse, this will create a new receipt number.
- From the RecTrac main menu, go to Global Sales.
- Highlight the correct household from the DataGrid.
- Click Select.
- Add the original reservation to the cart and click Payment.
- Select the Visa/MC Pay Code.
- Click Process.
- From the RecTrac main menu, go to Profile Assignments.
- Under Linked Profiles, find the User who made the correction.
- Drag and drop the NOVAL credit card profile off of the User to unlink it.
Run the Cash Journal report again to make sure everything looks correct. The transaction should now be under the correct household's purchase history.