Refunds can be quickly processed to return invoice or deposit payments back to a payer. You can refund a payment back to the cardholder, through an offline (non-Halaxy) method or by converting the payment into a deposit.
Note
If you process a refund back to the cardholder on the same day as the payment (before 8:00 PM AEST), the funds are returned to the cardholder without issue from your linked credit card (not your bank deposit account).
If you process a refund back to the cardholder after 8:00 PM AEST 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 appears automatically in your Expenses page.
If a practitioner has an individual credit card set up, refunds will be taken from the individual practitioner's credit card. Otherwise refunds are taken from the group credit card.
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Open the invoice.
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Under the Payments section, next to the payment you want to refund, click Refund.
Note: The Refund button may not appear if this is the first time the payer's card was used. If there is no option to refund the payment, please email our support team for assistance.
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In the pop-up, select one of the following options:
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Refund online payment: This returns the specified amount back to the card used to process the payment. (For security purposes, electronic payments can only be refunded to the same card from which they were originally processed.)
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In the next pop-up, enter the partial or full amount you want to refund.
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Manual refund: This marks the refund as processed outside of Halaxy. (This allows you to reconcile your finances without actually using Halaxy to process the refund.)
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In the next pop-up, select the refund method and the partial or full amount you want to refund.
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Change payment to deposit: This converts the payment into a deposit under the patient's profile, which can be used to pay for other invoices billed to the same payer.
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Click Refund.
The refund is displayed as a negative line in the invoice.
If you want to refund a payment you received outside Halaxy (e.g. cash, EFTPOS, direct deposit), follow the steps below.
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Open the invoice.
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Under the Payments section, next to the payment you want to refund, click the
bin icon.
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In the pop-up, select one of the options.
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Delete payment: This deletes the payment entirely, with no record of it.
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Refund payment: This refunds the payment and records it in the invoice. Select the refund method and the full or partial refund amount.
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Click Save.
The refund appears as a negative line in the invoice.
If you want to refund a deposit paid by a patient to your practice, follow the steps below.
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Open the patient profile.
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In the top right, under the Appointments Overview section, next to Fee Balance, click the
pencil icon.
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In the pop-up, next to the deposit you want to refund, click the
bin icon.
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If the deposit payment was made through Halaxy, select from these options.
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Refund online payment: This returns the specified amount back to the card used to process the payment. (For security purposes, electronic payments can only be refunded to the same card from which they were originally processed.)
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Manual refund: This marks the refund as processed outside of Halaxy. (This allows you to reconcile your finances without actually using Halaxy to process the refund.)
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If the deposit payment was made outside Halaxy or by a voucher, select from these options.
The deposit is refunded to the patient, with the refund transaction recorded in the patient's fee balance.
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