How to Reverse a Refund Now and Change it to a Refund Apply in RecTrac 3.1
Problem
A patron canceled from one of our activities and instead of giving him a household credit, the clerk processed a Refund Now. We didn't give the customer any money, so now we have a situation where he needs a household credit, and our Cash Count is over by the amount we didn't really refund. How can we fix this?
Solution
Use the Transaction Update program. It allows you to reverse a Refund Now or Refund Void and change it into Refund Apply. You can also use it to reverse payments done by household credit.
1. In RecTrac, go to the Transaction Update program.
2. Locate the receipt and use the Reverse Receipt Payment option.
3. Process a Receipt Reversal as you normally would.
4. Upon clicking Reverse, the refund record will be changed to a Refund Apply and a credit will be added to the household.
This process can also be used to refund payments made by household credit toward a purchase. With payments by credit, the payment is removed from the item toward it was paid, and the credit is added back to the household.
Caveats:
1. Receipts must be linked to a household. You cannot use this process to reverse refunds that were done by the Internal/Guest Household.
2. The original Refund Now/Refund Void tender type must be Cash, Misc, Journal or Check only. No E-Check, Credit Card, etc.
3. The functionality described above is available in RecTrac 3.1.06.09 and greater.