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There are 4 potential options checkboxes in the refund editor:
| Option | Description |
|---|---|
| Skip notification to customer of refund | If selected, the customer will not receive the refund email notification. |
| Halt shipment of refunded items on future auto orders | This option appears if the order contains auto order item(s). If selected, refunded items will be removed from future auto orders. |
| This refund was processed externally. Record as a manual refund | If selected, the order will be updated to reflect the refund, but will not transmit to payment gateway as a refund. This setting is meant for cases where the refund was handled at the gateway end, so the order only need to reflect the refund details, not actually process a refund to the customer's credit card. |
| Suppress future StoreFront Communication emails. | This option appears if the order processed through a storefront configured with the Storefront Communications. This option is useful when the merchant determines that the customer should not receive future marketing emails. Some merchant will prefer to remove these customers from future marketing as a non profitable customer. |
Partial Refund
The following is a view of the Partial Refund Screen:
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Partial refunds can only occur after the initial refund has been batched out. However, if you have Rotating Gateways configured and the gateway has the 'Batch Cutoff Time' configured, then when you attempt a partial refund prior to the batch out of the initial authorization has occurred, Ultracart will automatically schedule the partial refund for processing 12 hours after the batch has closed.
(*June 2023 - Braintree gateway integrations without rotating gateways now supports queued partial refunds.)
Queued Refunds
It's quite common for a customer to place an order and quickly change their mind about one of the items on the order. The partial refund scenario previously was complicated to handle because the credit card transaction had to settle in the nightly batch before the partial refund could occur. UltraCart now supports queued refunds which allow the system to adjust everything on the order as if the refund happened immediately, but delay the financial transaction until the following day. The next day the system will perform the queued refunds automatically. By immediately adjusting the order to refund the desired items, the order can transmit to fulfillment and ship without delay.
To configure queued refunds, we recommend using rotating transaction gateways and configuring the batch cut-off time. If the refund occurs before the batch cut-off time has been reached, the refund automatically queues for the next day.
UltraCart can automatically detect from the response that the refund needs to be queued for the next day on Braintree and Authorize.net.
Refund Reasons
This feature allows you to configure a reason list for user issued refunds. Follow the navigation below to configure a reason list.
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Answer: "It is a relatively difficult equation, due to the inclusion of a discount against the item. The best method would be to use a spreadsheet to perform the equation.
For example, if you have a $6.57 restocking fee that needs to be applied when performing the refund, in the following example scenario :
| Line Item | Amount Entered | Explanation |
|---|---|---|
| Restocking Fee | 6.57 | Populate with restocking fee amount |
| Item Cost | 149.97 | Populate with item unit cost |
| Subtotal Before Discount | 149.97 | Populate with subtotal before discount |
| Discount Amount | 29.99 | Populate with Subtotal Discount Amount |
| Gross Item Refund Unit Cost | 141.76 | This is the value you'll enter into the item unit cost field in the refund editor |
Here is a link to example spreadsheet for performing this calculation: NUSUP Refund Calculation.xlsx"
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