How to Void and Refund Transactions

Modified on Thu, Apr 30 at 11:42 AM

Use this guide to issue a refund on a completed card transaction in DealerWorks using the Reverse Transaction action. Same-day reversals process as voids; reversals on prior-day transactions process as refunds back to the original card.

Important: Reverse Transaction requires a specific permission. If you do not see this option, contact your DealerWorks admin. Always confirm the refund reason with a manager before proceeding.

Steps

1
From the left navigation menu, click Reporting and then Transactions.
2
Locate the transaction you need to refund. Click the Actions icon (three dots) on the far right of the transaction row.
3
From the dropdown menu, click Reverse Transaction.
4
In the Reason (Credit Memo) field, type a brief explanation for the refund. A reason is required before you can continue.
5
Review the Reverse Amount shown on the screen. This is the amount that will be returned to the customer.
6
Click Refund Transaction, then click Refund Transaction again in the confirmation prompt to complete the refund.

Tips

Same-day reversals process as voids and the charge will not appear on the customer’s statement.
Next-day or later reversals process as refunds and typically appear on the customer’s card within 5-10 business days.
The Reason field is required and is stored for your records — be descriptive (for example, “Service not completed” or “Customer overpaid”).