Problem
What are the different refund options available to users in RecTrac 3.1?
Solution
RecTrac has four (4) Refund options. You can use as many of them as needed. Here are the definitions using a $50.00 refund to John Smith as an example.
- 'Refund Apply' - No money leaves the system. Refunds are credited back to the household. A $50.00 refund issued to John Smith would be applied to John Smith's household balance.
- 'Refund Now' - Money is removed from the systems and also from the cash drawer. A clerk would give John Smith $50.00 in cash, in the event of a cash or check sale. In the event of a credit card sale, $50.00 would be applied back to John Smith's credit card.
- 'Refund Void' - Similar to Refund Now but the process also voids a transaction. A clerk would give John Smith $50.00 in cash, or $50.00 would be applied back to his credit card.
- 'Refund Later by Finance' - Money is removed from the system, and your Finance Department issues a refund check to the patron. Your Finance department would send John Smith a check for $50.00 at some later date.
Use the Payment profile > Core Settings 2 screen to set the Allowed Refund Options for your users. Fields on Pay Code Restrictions group control which Pay Codes can be used when processing refunds.
Questions or concerns? The Processing Refunds Topic Doc might come in handy if you have additional questions. It also has 'how-to" steps and transaction examples for issuing refunds.