RICS>PAY: LINKED REFUNDS

OVERVIEW

Linked refunds allow RICS>Pay customers to connect returns at the RICS>POS to their original transactions. This process allows retailers to refund a transaction without the need to re-process the card by using the Transaction ID assigned to the original sale. 

This document is a resource for retailers to:

Link a Refund Using Customer Purchase History

When a refund is requested for a sale attached to a customer file, the best method to link the refund to the original transaction is through the ‘Purchase History’ page on the RICS>POS.  The steps below outline the process of refunding a transaction attached to a customer file.

  1. Use the customer lookup field to add a customer to the transaction

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  1. Click ‘Purchase History’

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  1. Highlight the transaction being refunded; right click to 'Copy'

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  2. Click ‘Return to POS’; upper right of page

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  1. Navigate to the Ticket Detail tab to scan/enter the product(s) being returned

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  1. Navigate to the Ticket Payment tab and 'Paste' into the 'Transaction Id' field; notice the store selected is the current location.

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Note: If the item being returned was purchased at a different location, make sure the correct sale location is selected in the 'Store Selection' dropdown.

  1. Select a credit card tender from the dropdown

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  2. Click ‘End Sale’

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Note: The transaction will end, and no action is needed on the pin pad.

 

 

Link a Refund on the Ticket Detail Tab

When a refund is requested for a sale that is not attached to a customer file, the best method to link the refund to the original transaction is through the ‘Ticket Detail’ tab on the RICS>POS.  The steps below outline the process of refunding a transaction that is not attached to a customer file.

  1. Navigate to the Ticket Detail tab to scan/enter the product(s) being returned

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  2. Navigate to the Ticket Payment tab

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  1. Enter the original Transaction ID and confirm the original sale location is selected from the 'Store Selection' dropdown

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Note: The Transaction ID can be found at the bottom of any RICS>Pay receipt, in a customer’s purchase history, or in your MerchantTrack portal.

  1. Select a credit card tender from the dropdown

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  1. Click ‘End Sale’

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Note: The transaction will end, and no action is needed on the pin pad.

 

 

Linked Refund FAQ

Q: Can I process an unlinked refund more than 180 days after being boarded onto RICS>Pay?

A: No, if a retailer attempts to process an unlinked refund beyond 180 days from being boarded, they will receive an error on the POS and will be unable to process the return until a Transaction ID is entered.

 

Q: Does my customer’s credit card need to be present to process a linked refund?

A: No, retailers are now able to link a credit card refund to the original credit card transaction without needing to re-process the card. The refund is linked to the original transaction using the Transaction ID.

 

Q: Can I process a linked return the same day as the original sale?

A: Yes, if a transaction is refunded the same day as the original transaction, it will show in MerchantTrack as ‘Voided.’ If a transaction is refunded a day or more after the original transaction, the status of the original transaction will change to ‘Refunded’ and a new transaction will be created on the day the refund was created.

 

Q: What happens if I only return part of a linked transaction?

A: If a linked refund is created for an amount less than the original transaction amount, it will display as ‘Partially Refunded’ in MerchantTrack.

 

Q: What happens if I attempt to return an amount greater than the original linked transaction?

A: If a linked refund is created for an amount greater than the original transaction amount, the cashier will receive an error message on the RICS>POS indicating “The total amount to reverse provided is greater than the total amount remaining on the original transaction.”

 

Q: What happens if I attempt to refund a transaction that has already been refunded?

A: If a linked refund is attempted for a transaction that has already been refunded, the cashier will receive an error message on the RICS>POS indicating: “The Transaction ID provided has already been fully reversed.”

 

Q: Do I still need to enter a zip code when creating a return?

A: No, entering a zip code is no longer required when creating a linked or unlinked refund using RICS>Pay.

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