Import of Credit Card Refunds

Refunds that have been made to a customer's credit card in external e-commerce systems can be imported to MYOB Advanced via API calls that pass the list of documents to which the customer refunds should be applied along with application details. There are two ways of processing credit card refunds when they are imported to MYOB Advanced:

A payment can be voided by the import process.
A refund can be created and applied to a document or an order.

The Import and Voiding of an Authorized Payment

An authorized payment imported to MYOB Advanced from an external e-commerce system is displayed on the Payments and Applications (AR302000) form with the Pre-authorized processing status. Once this payment has been voided in the external e-commerce system and the Void transaction is imported, the payment is voided in MYOB Advanced. The processing status of this payment on the Payments and Applications form changes to Pre-Auth.; Void/Refund Pending Validation because the transaction received from the external e-commerce system requires validation from the processing center.

Once the Void transaction has been imported, the payment appears on the Deferred Processing Required tab of the Validate Card Payments (AR513000) form (where it has the Unknown processing status). To validate the payment, you select the unlabeled check box for it, and click Validate on the form toolbar.

If the validation is successful, on the Payments and Applications form, the processing status of the payment changes to Voided, and the payment status changes to Voided. If it fails, the processing status changes to Pre-Auth.; Void Failed Validation.

The Import and Voiding of a Captured Payment

If an external e-commerce system has been configured to capture payments, when a payment is imported to MYOB Advanced, on the Payments and Applications (AR302000) form, its processing status is set to Captured. If this payment is later refunded in the external e-commerce system and the Void or Refund transaction is imported to MYOB Advanced, the system changes the processing status of the payment to Captured; Void/Refund Pending Validation.

You should then further process this payment on the Validate Card Payments (AR513000) form, where it is displayed with the Unknown status, by clicking the unlabeled check box for this payment on the Deferred Processing Required tab and clicking Validate on the form toolbar.

In case of successful validation, on the Payments and Applications form, the system changes the payment status to Voided, creates and releases a document with the Voided Payment type, and displays a warning that a voided payment has been created. If the validation fails, the processing status is set to Captured; Void/Refund Failed Validation.

The Import of a Refund with a Void Transaction

For an imported transaction that has been captured but not settled with a bank yet (the transaction status of this transaction in the processing center is Captured/Pending Settlement), a refund is created.

When a captured but not settled payment is imported to MYOB Advanced from an external e-commerce system, its processing status on the Payments and Applications (AR302000) form is Captured. Once this payment is voided in the external e-commerce system and a refund with the Void transaction is imported to MYOB Advanced, the processing status of the payment on the Payments and Applications form changes to Captured; Void/Refund Pending Validation and the system displays a warning that the document has an unreleased application.

The user should further process the refund on the Validate Card Payments (AR513000) form by clicking the unlabeled check box for this refund on the Deferred Processing Required tab and clicking Validate on the form toolbar.

Note: If a refund with the Void transaction is imported, the related payment should be validated on the Validate Card Payments form. If the transaction number of the Void transaction differs from the number of the payment transaction, the refund should be validated.

After the validation, the system changes the processing status of the payment on the Payments and Applications form to Voided. If the validation fails, the processing status is changed to Captured; Void/Refund Failed Validation.

Note: If a refund has the processing status of Voided, the refund and the related payment will not have related bank transactions and will not be included in the bank statement used for reconciliation.

The Import of a Refund with a Refund Transaction

If a credit card transaction has been settled in an external e-commerce system (the transaction status of this transaction in the processing center is Settled Successfully), you can refund it in an external e-commerce system and import it to MYOB Advanced.

In this case, the processing status of the payment and the refund on the Payments and Applications (AR302000) form changes to Captured; Void/Refund Pending Validation, and you should further process the refund on the Deferred Processing Required tab of the Validate Card Payments (AR513000) form. After the validation, on the Payments and Applications form, the system changes the processing status of the refund to Refunded. If the validation fails, the processing status is changed to Captured; Void/Refund Failed Validation.

Capture of a Previously Authorized Transaction in the E-Commerce System

If a pre-authorized payment that has been imported to MYOB Advanced is then captured in the external e-commerce system, the processing status of the payment on the Payments and Applications (AR302000) form will change from Pre-Authorized to Captured during the next payment import.

In certain cases, an e-commerce manager may change an online order that has a pre-authorized payment and that has previously been imported from an external e-commerce system to MYOB Advanced. If the order amount has decreased as a result, we do not recommend that you capture the new amount in the e-commerce system. Once the updated order has been synchronized with MYOB Advanced, the payment amount applied to the order will change to the new order amount, and when the order is shipped, the new order amount will be captured in MYOB Advanced.