You can refund both invoice payments as well as deposits made for future sessions in Halaxy. You also have the option of converting payments into deposits, which can then be applied to the patient's other invoices (including future invoices) as an alternative to refunding a payment. This effectively allows to you transfer payment from one of the patient's invoices to another invoice.
For security purposes, payments can only be refunded to the same account from which they were originally processed, unless you are choosing a non-electronic method processed outside of Halaxy.
If you process a refund back to the cardholder on the same day as the payment (before 9.00 PM AEDT), the funds are returned to the cardholder without issue.
If you process a refund back to the cardholder after 9.00 PM AEDT of the day of the payment, the funds are returned to the cardholder from Halaxy's merchant account and Halaxy will charge your card for the refund amount. This will appear automatically in your Expenses page.
You can refund a payment processed through Halaxy in three ways:
Directly back to the cardholder;
As a manual refund outside of Halaxy (this lets you reconcile your finances without actually using Halaxy to process the refund); and
As a deposit to use on other invoices.
For each of the refund options, you can change the amount to be refunded; you can make a full or a partial refund, which will be reflected on the Payments section of the invoice.
From the invoice, click Refund next to the payment you want to refund. The Refund Payment pop-up screen appears.
Choose one of the following options:
To refund the payment back to the cardholder (to the same card), Fill out the Method, Date and Amount fields;
To process the refund outside of Halaxy, select "manual refund";
To reuse the payment as a deposit on other invoices, select "Reuse payment".
For electronic payments, the Refund button may not appear if this is the first time the credit card is being used. If there is no option to refund the payment, please contact the Halaxy service team at email@example.com.
Refunds will appear as a Halaxy charge on your credit statement and will also appear on your Expenses page within Halaxy.
For security purposes, electronic payments can only be refunded to the same account from which they were originally processed, unless you are choosing a non-electronic method.
If a refund is made as a deposit for future invoices, the deposit will be held on the patient’s General page. When you are ready to use the deposit for a payment, open an invoice issued to the same payer. A new button labelled Deposit will appear next to outstanding charges. Click Deposit to use the deposit to pay the invoice.
If you have taken a payment processed via Halaxy, you can convert the payment into a deposit as an alternative to refunding the payment.
Once an invoice has been paid, all you have to do is click Refund on the invoice.
In the pop-up, the option to change the payment to a deposit to use on other invoices appears:
Select this option and click Submit.
The deposit is then added to the patient’s General page and can be reused on any other invoice billed to this patient or organisation.
If you have an invoice that has been overpaid, you can apply the overpayment to a deposit to be used on a future invoice. This saves you from having to refund the overpayment.
To convert the overpayment to a deposit:
Click Mark as Paid on the invoice or process the payment using Halaxy's secure payments gateway.
Input the payment amount.
The pop-up will change, and Halaxy will ask you if the overpayment is to be added as a deposit.
4. Select Yes and click Save.
RESULT: The overpayment is added as a deposit in the patient's General page and can be used to pay future invoices.
When a patient pays a deposit for a future session, this will be saved on the patient's General page in the Appointments Overview section.
Once the deposit has been applied here, you can refund the deposit by following these steps:
Click the Edit (pencil) icon next to Fee Balance.
A list of deposits appears. Beside the relevant deposit, click the Delete (trash) icon.
In the pop-up, select Refund online payment.
RESULT: The refund will be processed back to the cardholder and recorded in the patient's fee balance.