When it comes to reversing credit card charges there are several options for how this is done in vinSuite. The method that you use is reliant on two things. First, whether or not the credit card charge has settled then if there are products to be returned back to inventory. The option to Void or Return/Refund will be managed in the order record depending on the status of the credit card charge. Below you will find definitions for a return, refund and a void. Note that only orders that were completed in vinSuite and the payment type is a credit card.
Voiding an Order in vinSuite
Orders can be voided up until the point where the credit card charge has settled through the payment gateway. Voids completely reverse all aspects of an order; credit card charges, wine inventory, committed the order to ShipCompliant. Voided orders will not show in reports unless specifically requested in the report setup.
- Open the Order Record using either of these 2 methods:
From the Orders section: In vinSuite, expand the Orders section in the left hand menu then choose ‘Order Management’ from the list of options. The ‘Orders’ tab will open in the workspace, use the search fields provided to find and open the completed order.
From the Member Record: In VinSuite, expand the Members section in the left hand menu then choose ‘Members’ from the list of options. The ‘Members’ tab will open in the workspace, use the search fields provided to find and open the member record. Go to the ‘Order History’ tab on the left then choose the order in question from the list.
- In the open Order Record, Click the “Void” button. You will be prompted to confirm the void; once that is confirmed the void order will go through.
*This tab will only show if a void is available and the credit card charge has not been settled. In cases where a void is not available, this tab will read ‘Create Refund’.
What to do when 'Void' is not an option.
If voiding the order is no longer an option, meaning that charge to the credit card has settled, the 'Void' button will no longer appear. In it's place, you will see a button to 'Create Refund'. use this button rather than void to reverse all or part of the credit card charge. Learn more about creating refunds.