Only Administrator accounts have permission to record refunds.
Learn how to manage refunds efficiently in Parting Pro, whether for online transactions or offline payments. This guide walks you through issuing refunds, recording offline refunds, and understanding the available options based on the payment type.
💳 Refund Options for Online Transactions
For online transactions, users have two options available: Issue Online Refund or Record Offline Refund. These options can be accessed from the Payment Details page, the Invoice Overview, or the Payments tab within a case.
Issuing an Online Refund
An online refund directly refunds the transaction amount to the original payment method. Follow these steps:
Navigate to the Payment Details page of the transaction by clicking on the relevant payment.
Click the Refund dropdown and select Issue Online Refund .
Enter the refund amount (full or partial), reason for the refund, and optional internal notes.
Select whether or not you'd like to decrease the balance owed by the family.
Confirm the refund by clicking Issue refund.
The refunded amount will be processed through the original payment method, and the transaction history will reflect this action.
Recording an Offline Refund
Offline refunds allow you to record refunds made outside of Parting Pro (e.g., via check or cash). These refunds are linked to the original transaction for tracking purposes only.
Navigate to the Payment Details page of the transaction by clicking on the relevant payment.
Click the Refund dropdown and select Record offline refund..
Fill in the required details:
Refund amount.
Reason for refund.
Refund method (e.g., check, cash, insurance, other).
Optional notes for additional context. (If Other is selected for method, notes are required)
Select whether or not you'd like to decrease the balance owed by the family.
Click Record refund to save the refund record.
💵 Refund Options for Offline Transactions
For offline transactions, you can only Record offline refunds. The primary difference you'll notice is the refund button appears as Record offline refund and does not have a dropdown selection.
Recording an Offline Refund for Offline Transactions
Navigate to the transaction’s Payment Details page.
Click the Record offline refund button.
Complete the refund details, including:
Refund amount.
Reason for refund.
Refund method (e.g., check, cash, insurance, other).
Optional notes for additional context. (If Other is selected for method, notes are required)
Save the refund by clicking Record refund.
🗂️ Recording a Refund from Within a Case
You can also record a refund within a case. If you are in the Payments tab of a case, simply click on the three vertical dots to the right of the invoice on which you want to record a refund and select Record refund from the dropdown:
👀 Viewing Refunds for Transactions
Online and offline refunds will appear in the transaction history, providing details such as the refund amount, method, and any notes entered.
Refunds will also display in the Payments section within the invoice...
and on the Payments tab .
Additionally, the customer will receive an email receipt confirming the refund:
After issuing an online refund, it will remain in a pending status until fully processed. During this time, no additional refunds can be initiated for the same payment. Processing may take 24-48 hours, so plan accordingly if multiple refunds need to be recorded for the transaction.
Questions? Feel free to touch base with the Support team at [email protected] and we'll be happy to help!