Voids and Refunds

Voids

A void cancels a transaction that has been authorized but not yet settled by the payment processor. Voids are only available within the settlement window — typically the same business day as the original transaction.

To void a transaction:

  1. Open the transaction record
  2. Click Void in the right-hand sidebar
  3. Confirm the void

A new Void transaction is created and linked to the original. The original transaction status changes to show it has been voided. No funds are transferred — the authorization is simply cancelled.

Refunds

A refund returns funds to the donor after a transaction has settled. Refunds can be full or partial.

To refund a transaction:

  1. Open the transaction record
  2. Click Refund in the right-hand sidebar
  3. Enter the refund amount (partial refunds supported)
  4. Confirm

A new Refund transaction is created and linked to the original. The refund is processed through the same payment method as the original transaction.

After a Void or Refund

  • The original transaction is flagged with a link to the void or refund record
  • A Refund autoresponder email is sent to the donor (if configured)
  • The void/refund amount is excluded from reports and dashboards by default (configurable)
  • The audit trail records who processed the void or refund and when

When Voids Are Not Available

If the settlement window has passed, a void is no longer available — use a refund instead. If the payment processor does not support voids (some external payment methods), only refunds are available.