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, selecting a return reason for each

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  1. Navigate to the Ticket Payment tab

 

  1. Select a credit card tender from the dropdown; notice the newly populated Transaction Id window       

 

  1. 'Paste' the Transaction Id into the corresponding field; make sure the correct return location is selected in the dropdown to the right

 

 

Note: If multiple cards were used to process the original sale, select the appropriate tenders and amounts for each card and enter the required Transaction Ids as displayed below.

 

 

  1. Click ‘End Sale’

 

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

 

 

Link a Refund Using a Receipt

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 by using the Transaction Id found on the receipt.  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

 

  1. Select a credit card tender from the 'Tender' drop down; notice the newly populated Transaction Id window
                  

 

  1. Enter the Transaction Id found at the bottom of the original receipt or in MerchantTrack; make sure the correct return location is selected in the dropdown to the right

 

Note: If multiple cards were used to process the original sale, select the appropriate tenders and amounts for each card and enter the required Transaction Ids as displayed below.

 

 

  1. Click ‘End Sale’

 

Note: The transaction will end, the receipt will print, 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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