STX Desktop: Refunding Gifts

Refunding Gift Certificates/Gift Cards

STX allows you to refund gift certificates and/or gift cards through the Client Visit ticket transaction. Whether refunding a gift purchased within the business or refunding one generated through Online Booking, the process is the same. 

Gifts generated through Online Booking are created because a client has purchased one online, or because you require a pre-payment on appointments booked online. If the client cancels the appointment after pre-payment is made, the process for refunding the gift is the same as refunding a gift purchased within the business and/or purchased online.

This document shows how to refund ANY gift, regardless of why or how it was created.

Refunding Gifts

Open a new Client Visit ticket transaction for the client you are refunding the Gift Certificate / Card. Once you have the client's name on the ticket, go to the payments tab. You will see the gift appear on the right.

 Check the box next to the gift you are refunding. 

Double-click the amount to apply and type in the actual amount you are refunding. Hit the Tab key on the keyboard when finished. 

If you are refunding the entire amount, enter the amount shown in the Balance field.

The Change Back amount will be the same as the amount you are refunding. This indicates you are giving cash back for the refund. 

If you want to issue a credit for the amount to a credit card, click the credit card payment type icon on the left. 

Enter a negative amount in the Amount field to reflect the amount of the refund. Hit the Tab key on the keyboard. Type the reason for the refund into the Reference field.

The Transaction Total and all other totals on the Client Visit ticket transaction will show $0.00 because the ticket has been balanced out and the client owes you nothing.

Refunding Gifts with Credit Card Processing

If you are processing credit cards through STX and you wish to issue a Credit on the client’s credit card, click the credit card payment type and the following screen will appear.

When refunding a gift, you will need to obtain the credit card information from the client. If you need to contact the client for the credit card information, manually enter the Credit Card Number and Expiration Date

If you have the client’s credit card in hand, simply swipe the credit card as normal. 

Enter a negative amount in the Amount field to reflect the amount of the refund. Hit the Tab key on the keyboard.

The Charge button will now say Credit. Click the Credit button to apply the credit amount to the client’s credit card.

Once the credit is approved, this alert will appear. Click OK. Note: The screen you see will NOT say the transaction was conducted in TEST mode. 

The approval code for the Credit transaction will appear in the Reference Field

Save and close the ticket. 

The Gift Certificate / Card will show a $0 balance and will no longer come up as an option to use for that client. 

Search for the Gift through Gift Management to see the details.

The first ticket listed in this example is the original ticket where the gift was purchased or created. 

The second ticket listed is where it was refunded. The details at the top of the screen show there is no longer any balance left.

Double-click a ticket number to open the ticket where the transaction initially occurred. 

Gift Certificates / Cards Generated through Online Booking

The Online Booking feature of the STX Online Services allows you to take pre-payment for requested appointments, as well as sell gift certificates and/or gift cards online. Each time a pre-payment is taken or a gift certificate/card is sold, there will be a ticket transaction in STX in the form of a gift sale.

In the case of a pre-payment, the ticket transaction will have the client's name on it and you will see where a gift certificate was 'sold' to them in the amount of the pre-payment. The transaction will have been paid for with the Online payment type. When the client who pre-paid for an appointment comes in for their appointment, the gift certificate will show on the ticket as available for them to redeem. 

Gift Certificate/Gift Card sales through the online booking will also create a ticket transaction in STX to show the gift sale. The transaction will have been paid for with the Online payment type. When the recipient of the gift comes in for their appointment, the gift will show on the ticket as available for them to redeem.

If you find you need to 'refund' all or part of the gift certificate that was created in STX because of an online payment or purchase, simply follow the steps contained above. 

For more information about the STX Online Services, please contact our Online Services Sales Team at 800.766.4778, ext. 1.

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