Refunding an Invoice in the RunLoyal Staff Portal

Go to your RunLoyal staff portal on a Google Chrome browser
All settings-related items must be updated while on a desktop or laptop.

Select the invoice

1. Navigate to the desired invoice you want to refund.

Choose line items for refund
2. Click on the "Refund" icon located within a line item you want to refund.

PLEASE NOTE:

• The top refund icon is used if you would like to refund without showing a balance due OR if you would like to refund a single line item only.

• The bottom refund icon is used if you would like to refund the entire balance and apply a new form of payment instead (will show a balance due amount once the refund is processed).

3. Select all line items you want to refund.

   • If you are processing a full refund and would like the invoice to completely close out and show a zero balance due, select the "all" option and click "Apply" to finalize your selection.

You will be prompted with two options:
Refund & Void Invoice: This option will refund the money and set the invoice so that the pet owner does not have to pay this balance again.

Refund & Charge Pet Owner: The money that is refunded will be put back to a balance due so that the customer can pay again. This option is ideal for scenarios where the wrong card was charged so it is needed to refund and pay again.

The next screen will bring you here:
At the bottom under the manual adjustment will be automatically selected. The refund amount will default to the total payment amount. At the bottom under "return amount $", you can change to a partial refund amount.

You can either select the check box under the top section, services or the bottom section manual adjustment, but cannot select either. The top section you can itemize the return by selected which individual services you are refunding. The bottom option is setting a flat dollar amount as the refund.

In this example. I want to return the whole $44 so I am just going to select the "apply to invoice" to proceed with the refund process. 

Refund full amount (optional)
4. Click the "Refund" icon appearing in the payment line item to refund the entire paid amount.
5. Select the desired refund type from the available options listed as "Cash/Check/Card/Other."
6. Click the "Process Refund" button to initiate the refund process.
7. Click "OK" to confirm and finalize the refund.

Note: It will then show a balance due amount to apply a new form of payment. Apply a new payment to finalize.

You are now given three option:
Add to revenue: If there is a refund due to the customer, but the facility is keeping the money, for example cancelation fees
 or no show fees, using the "add to revenue" option will zero out the invoice and add this money to your revenue.

 
Add to credits: Adding this to credits is an option to use this refund for their next appointment instead of giving the customer money directly.

Process Refund: The refund will be processed to their card, cash, check (next step will confirm this selection).

In this example, I selected process refund to give the money back to the customer.

On the next screen, the refund type will this will default to the payment type that was paid. Select the dropdown to change the method of return. 

Under "Refund Requested" if wanting to refund partial payment make sure this value displays only the amount that you want to return. Then process refund. 

A step-by-step tutorial with screenshots is included below for guidance: