Introduction
In this article, you will learn about Refund Requests and Transaction Documents, both of which serve the purpose of refunding money to your clients.
- This article describes the differences between Refund Requests and Transaction Documents.
- This article will be useful for the Sales team, PG Champion, Finance team, and System Administrator.
Keep in mind, that if you decide to use Transaction Documents, you can change to a Refund request later. However, if you start with a Refund Request, you won't have the option to switch to Transaction documents afterward.
Before you start
- Make sure you are familiar with the Transactions tab on the Member Profile, the process of adding manual Transactions in the PGM and POSweb application.
If you wish to use the Transaction documents flow, contact the Perfect Gym Support Team and ask them to adjust the Sale.Refund.IsEnabled setting.
Feature description
Perfect Gym provides you with two refund mechanisms. Only one of them can be in use at the same time – if you decide to use Refund Requests, the Transaction documents module will not be available, and conversely, the Refund Request module will not be available if you decide to use the Transaction documents module with access to POSweb refunds.
The main difference between these two methods is that Refund Request supports refunds for all payment methods but it is not possible to refund money straight from a POSweb station. On the other hand Transaction documents method allows for refunding all transactions made via Client Portal and POSweb using cash or credit card. This way it is not possible to refund recurring transactions, as the receipts are not generated.
1. Refund Requests in PGM
If you're integrated with GoCardless payment provider, this method is obligatory.
- In this flow, refunds are processed only in PGM.
- Refund Request module is available in the Finances tab in PGM.
- This method allows choosing Cash, Online, Credit Card, or bank account for refund purposes.
Online refund method can be used only for refunding transactions made via a specific payment provider - Stripe, Cloud Payments, MerchantrSafeUnipay, and Moneris. This option won't be visible for transaction types other than the ones made using payment providers e.g. if someone paid using the payment terminal at the reception, this option won't be visible.
- Refunds with the bank account method will be collected within one file, so you can upload them to the bank all at once.
Files can be generated in the following formats: SEPA, PLI, and TDBank.
2. Transaction documents
This method only allows transactions made on POSweb or Client Portal to be refunded. It is not possible to refund transactions for which the receipt was not generated like recurring payments.
- This flow gives the possibility to create refunds both in the PGM and POSweb.
- Transaction documents module is available in the Finances tab in PGM.
- When used in POSweb this flow requires integration with a compatible payment terminal.
- When used in PGM, only Cash and Online payment methods will be available to select, as there is no integration between PGM and credit card terminal.
To find a list of Payment terminals integrated with refunds on POSweb, go to this article.
To find more information on POSweb refund please see this article.
After selecting the refund mechanism you want to use in your company, get familiar with the appropriate articles and follow the configuration:
Refund request