This help guide provides a detailed explanation of the process of handling SabeePay refunds with the invoicing module.
At the bottom of the guide, you will also find a detailed guide for the scenario when you are not actively using the invoicing module, meaning you are not issuing refund invoices from your SabeeApp account, but handling the refund payments via SabeePay.
Handling SabeePay refunds & issuing refund invoice:
In case the reservation has an invoice ( prepayment itemized or non-itemized or normal ) that has at least one SabeePay payment attached to it, when initiating a refund on this invoice ( regardless if it is an itemized or non-itemized refund ), after locking it, navigate to the button called “ Show refundable SabeePay payments “ :
Clicking on it, we display a list of relevant SabeePay payments, that were previously attached to the invoice:
In this case only one SabeePay payment was originally attached to the automatically created prepayment invoice, thus only this one item appears in the list.
By default, the green “ Refund and add payment(s) “ button is not active, the payment that is to be refunded needs to be selected with the help of the checkbox, this is how the green button becomes active.
There is also a possibility to modify the amount, meaning partial refund can also be completed. In case a higher amount is to be defined than the original payment amount, the system automatically rewrites it to the original amount, to avoid incorrect amount payment creation.
By clicking the “ Refund and add payment(s) “ button, the system completes the payment provider's ( Stripe ) refund process in the background and once the process is succesful, the refund SabeePay payment is generated and attached to the invoice automatically.
In case it was a partial refund ( as in this case ), clicking again on the “ Show refundable SabeePay payments “ button, the list displays a “ Partially refunded “ status payment with the remaining amount this time:
It also might happen that the refund process is not sucessfully completed, in such case, a red warning message will be displayed under the SabeePay payment. As it might be temporary, we suggest to try it again later.
The process can be finalised by fully completing the refund and marking the refund invoice paid.
In such case, the Invoices & Payments section of the reservation page will list the corresponding invoices and payments:
There is also a possibility for the refund invoice amount being lower than the original SabeePay payment amount. This might be a result of deleting certain item categories from an itemized refund invoice or simply modifying the amount of the non-itemized refund invoice. In such case, we display a tooltip message when hovering the cursor over the green “ Refund and add payment(s) “ button, indicating the reason of it being inactive:
This process can be finalised, by editing the Amount field, entering the same amount as the refund invoice stands for.
The above mentioned process applies both in case of manually issued invoices and in case of automatically generated prepayment invoices as well.
Handling SabeePay refunds & not using SabeeApp's invoicing module:
In such case, the refund process is to be handled from the Payments section of the detailed reservation page, using the " Refund " button.
Refund button becomes active, once a SabeePay type of payment is selected. Please note that only " Active and Partially refunded " status SabeePay payments will be eligible for refund.
In case there is only a partial refund completed, the status of the original SabeePay payment changes to “ Partially refunded “, but once the refund payments ‘ sum equals the original SabeePay payment’s amount, it’s status changes to “ Fully refunded “.