FullsteamPay: How to Refund a Transaction Using the Manual Process

This article explains how to manually issue a refund for a payment processed through FullsteamPay. Use this process when a customer payment needs to be returned and the original transaction is eligible for refunding.

Before You Begin

• The transaction must be in a funded status before it can be refunded.
• ACH payments generally require at least seven days before they are eligible for refunding.
• If the transaction occurred today and it is before 8:00 p.m. Central Time, voiding the transaction may be the better option instead of issuing a refund.
• If your organization uses multiple merchant accounts, confirm that you are working in the correct account before processing the refund.

Manual Refund Process

1. Open FullsteamPay and select the Pulse icon from the left menu.
2. In Pulse, choose Transaction Search from the left-side menu.
3. If more than one merchant account is available, select the correct merchant account in the filters, then run the search.
4. Locate the transaction that needs to be refunded.
5. Select the Transaction ID to open the transaction details.
6. Choose Refund in the upper-right corner.
7. Review the refund amount shown on the confirmation screen. To issue a partial refund, update the amount before submitting.
8. Confirm the refund. A confirmation message will appear once the refund has been processed.

After the Refund Is Processed

After the next FullsteamPay sync is completed, the transaction should show that it has been refunded. Syncing may occur automatically overnight, or you may be able to start the sync manually depending on your setup.

Accounting Follow-Up

When using the manual refund process, the refund or credit must also be recorded manually in QuickBooks. This helps ensure that accounting records match the refunded payment activity in FullsteamPay.

Automated Refund Process (Optional)

FullsteamPay may also support an automated refund workflow. When enabled, the automated process can allow a void or full refund to be handled directly in Qvinci RoyaltyHub and recorded in QuickBooks without requiring the same manual accounting follow-up.