3.3 Refunds and Voiding Fees After this class, you will be able to: Void / Credit an individual fee...
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Transcript of 3.3 Refunds and Voiding Fees After this class, you will be able to: Void / Credit an individual fee...
3.3 Refunds and Voiding FeesAfter this class, you will be able to:
• Void / Credit an individual fee
• Void a paid fee and an unpaid fee
• Understand the importance of voiding a fee when conducting a refund
• Understand the difference between voiding a fee and voiding a payment
• Understand when it is okay to void a payment
• Process a full refund
• Apply a partial refund
• Understand the impact of voids, credits, and refunds on reports
3.3 Payment Transaction PortletThe Payment Transactions Portlet contains lots of helpful data but it can be confusing
3.3 Voiding OverviewVoiding Overview
Fees and Payments are voided individually and for different reasons
Fee items must be voided using the Fee PortletWhy void a fee?
• INVOICED fees need to be corrected• To process a refund to the customer• If the application has been withdrawn or void and the INVOICED fees have not been paid• Some fees are automatically voided by the system
Payment transactions must be voided using the Payment PortletWhy void a payment?
• To correct a payment transaction• Non sufficient funds from customer
3.3 Voiding a FeeVoiding a Fee
Voiding a fee item is only required when the fee has already been INVOICED
The voided fee item will have a status of CREDITED and cause a credit on the record to be applied to other INVOICED fee items that have an outstanding balance
The system treats CREDITED fees like another invoice. You will see an additional invoice with a negative amount.
Voiding a fee will reduce the total balance and the total amount owed on the related invoice
Voiding a paid fee affects the record differently than voiding an UNpaid fee
Specific fees will automatically void and become CREDITED for specific reasons• Surcharge change• Minimum fee change• Change in job value
• Permit fee• Plan review fee
3.3 Voiding a Payment TransactionVoiding a Payment Transaction
Timing is very important when Voiding a payment transaction
• Payment Transaction voids can only be processed SAME DAY, it is a wash and no consequences with reports or financial batch
• Payment adjustments that become necessary after the “same day” must be refunded
How is Virtual Merchant (VM) impacted?
• VM payment transactions have the possibility of having a different transaction date than the transaction on the record
•If a payment transaction is voided before the VM transaction is settled (meaning that it is approved and moved into jurisdiction’s bank account), the VM transaction can be voided.
• If a payment transaction is voided after the VM transaction is settled, the VM transaction must be refunded.
Example: VM is settled automatically at 3:00 and a voided payment transaction takes place at 4:00 of the same day the payment was processed.
3.3 Processing RefundsProcessing refunds
Must void fees prior to processing the refund
Record must have an Amount Not Applied
Process a full refund
Process a partial refund (80/20 retention of refund)