There may be cases when after a successful transaction, the guests may request a refund, due to reasons aplenty.

Airpay allows you to refund any successful transaction. Such a refund may take three to five days for the amount to be deposited into the bank account of the guest. 

There may be two scenarios when a refund is requested:

  1. Refund after the day of purchase
  2. Refund on the day of purchase

Refund after the day of purchase

You must initiate the refund process in Zenoti if you are refunding after the day of purchase. It may take around 3 - 5 days for the amount to be credited to the guest’s account.

Refund on the day of purchase

Airpay voids a transaction that is refunded on the same day. 

Scroll down to the end of the article to know the differences between refund and void. 

Note: If you are processing the refund on a closed invoice, first open the invoice and then proceed to refund. If the invoice is open, continue with the following steps: 

  1. On the POS screen, click the refund icon.

        The Transaction Details screen opens.

   2.  In the Refund Amount field, enter the amount you want to refund.
   3.  Click Refund.
        You will see the following message on the Transaction Details screen.
         "Please press number 1 key on the Airpay terminal and follow the instructions
          to void the transaction. To cancel the void press here."

   4. On the PAX D200 terminal, press the number 1 key. 

         The device prompts you to enter the Void password.
         Note: The void password will be provided by Airpay.
     5. Enter the void password.
         The device displays the trace number of the transaction. 

       6. To confirm tap Enter on the device.
           The device displays the transaction amount. 

         7. To confirm the amount, tap Enter on the device.
             The device processes the transaction and displays the message "VOID
             TXN ACCEPTED".

    8. To return to the home screen, tap Enter.
         The transaction is voided and the amount will be refunded within 3 to 5 days. 

Refund vs Void

The difference between refund and void boils down to whether the transaction is settled or not. Let us look at the definitions of Refund and Void. 

Refund: A transaction that is canceled after the settlement is called a Refunded transaction.

Void: A transaction that is canceled before the settlement is called a Voided transaction. In other words, only unsettled transactions can be voided. 

For a better perspective, check the definition of a settled transaction below:

Settled: After payment is initiated, the bank authorizes the transaction and verifies that the account holder has sufficient balance. If there is sufficient balance, the amount is deducted from the account but is not transferred to the merchant. The transfer is done at the end of the day during the bulk processing.

Note: Once a transaction is settled, it can be refunded or partially refunded. 

See Also

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