Step 1. Chargeback the invoice using the “Chargeback” screen on the left side menu. Search and select the desired invoice(s) then click “View” on the right side of the screen.
Click "Proceed" to finalize the chargeback. Please note that a chargeback cannot be unprocessed and will be final.
Step 2. Confirm the total fee amount to be refunded by going to the "Ledgers" screen on the left side menu. First, click into the "Fees" Ledger tab at the top and remove the date filters, both start and end. Then add an invoice filter by clicking "Search and Filter" and selecting "Invoice Number" from the dropdown. Then enter the charged back invoice number. Now you should only see fees associated with that invoice and the total amount at the bottom of the screen.
Step 3. Refund the fees associated with the charged back invoice by going to "Manual Transaction" tab on the Ledger screen (Far right) and click "Create Manual Transaction"
Then a side window will open to enter the manual transaction details. Increase the client's cash reserves and the offsetting entry will be Fees Ledger. Enter the desired refund amount and select your client from the drop down. You can use GL Code 1001 Purchase Fee and make sure to add detailed notes. Click "Create" at the bottom to finalize.
Step 4. Check the transactions in the ledgers to confirm desired outcome. You should see an increase in your client's cash reserves and a decrease in the fees ledger. If you are seeing something different you can always delete the manual transactions and try again. However, you can only remove a manual transaction the same day it was created. If you need any assistance, please reach out to helpdesk@factorcloud.com
Thank you!