Processing Credit Card Refunds with Linked Refunds (Cloud)

Processing Credit Card Refunds with Linked Refunds (Cloud)

Refunding a credit card payment requires accuracy and control to ensure the correct card and amount are used. With Linked Refunds enabled in Visual Matrix Cloud, refunds must be tied to the original transaction, preventing over-refunding and ensuring each credit is applied correctly.
Path: Front Office > Cashiering > Guest Account

Instructions

When processing a refund, you will now select the original transaction before entering the refund amount.

1. Open the guest folio and select the refund payment code that matches the original credit card transaction.



3. Click Open Refund to launch the refund window.



4. In the refund window, select the original credit card transaction from the dropdown list.



5. Enter the refund amount.
Info
The refund amount cannot exceed the original transaction amount, minus any previous refunds applied to that transaction.


6. Click Credit to complete the refund.



Understanding the Refund Process

Instead of entering a refund freely, the system now requires you to choose which transaction you are refunding.
  1. Only eligible credit card transactions will appear in the list.
  2. Each refund is directly tied to the selected transaction.
  3. The system tracks how much has already been refunded.
This ensures all refunds are accurate and traceable.

Refund Rules and Limits

Maximum Refund Amount
  1. You can refund up to the full amount of the selected transaction.
  2. You cannot exceed the original transaction amount.
  3. An error will appear if the amount is too high.
Partial Refunds
  1. You can refund a portion of the transaction.
  2. The remaining refundable balance is automatically tracked.
Example:
  1. Original charge: $75
  2. Refund: $10
  3. Remaining refundable balance: $65
Multiple Refunds
  1. You can process multiple refunds on the same transaction.
  2. Each refund reduces the remaining available balance.
Fully Refunded Transactions
  1. Once a transaction is fully refunded, it will no longer appear in the selection list.
  2. Additional refunds cannot be processed against it.

Common Scenarios

Transaction Not Showing
  1. The transaction may already be fully refunded.
  2. The payment may not have been processed as a credit card.
Unable to Enter Amount
  1. A transaction must be selected first.
  2. The amount cannot exceed the remaining refundable balance.
Refund Option Looks Different
  1. Linked Refunds changes the workflow to require selecting Open Refund instead of entering an amount directly.

Still Need Help With This Topic?

Ask Yourself:
  1. Did you click Open Refund after selecting the refund code?
  2. Did you select a transaction before entering the amount?
  3. Are you trying to refund more than the available balance?
  4. Is the transaction still eligible for refund?
Support May Ask You:
  1. Which transaction are you attempting to refund?
  2. What amount are you trying to refund?
  3. What message or behavior are you seeing?
  4. Has the transaction already been partially or fully refunded?
  1. Linked Refunds in Visual Matrix PMS (Cloud)
  2. Enabling Linked Refunds (Cloud)