Refund a payment

Learn how to process refunds in Caspen.

Overview

Payments must be unallocated before they can be refunded. If a payment is still linked to an invoice, you must remove the allocation first.

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How to refund a payment

Step 1: Unlink the payment (if it is allocated to an invoice)

If the payment is already unallocated (e.g., a standalone payment), you can skip this step and go straight to Step 2.

1. Open the invoice that contains the payment.

2. Under the Payments section on the invoice, click the allocation number.

1. On the Allocation screen, click Delete.

Once unlinked, the payment is removed from the invoice and marked as Unallocated on the payment record.

You can then open the payment and issue the refund.

Step 2: Refund the payment

1. Go to Billing → Payments and open the payment record (or open it from the client profile).

2. Click Actions → Refund payment.

1. Enter the Refund amount, Refund date, and optional Description.

2. Click Refund.

What happens after refunding

• The refunded amount is recorded in the payment’s history.

• The payment remains visible for audit and reporting purposes.

• Refunded amounts appear as Allocated, indicating the refunded portion has been finalized and cannot be applied to invoices.

FAQs

Can I refund a partial amount?

Yes. When creating a refund, you can enter any amount up to the total unallocated balance of the payment.

Why can’t I see the Refund option on an invoice?

The Refund button only appears once the payment is unallocated. If it is linked to an invoice, delete the allocation first.

What happens when I delete a payment allocation?

Deleting an allocation removes the link between the payment and invoice, returning the funds to the client’s unallocated balance.

Can I reapply a refunded payment?

No. Once a payment has been refunded, it cannot be reused or reallocated to another invoice. You will need to create a new payment.

Where can I find refunded payments?

Refunded payments remain listed under Billing → Payments and include full refund details in the payment record. You can also see the status (“Refunded” or “Partially refunded”) at a glance directly in the Payments table.