Tank Track allows you to refund credit card, debit card, or ACH/electronic check payments — including full or partial refunds — processed through Pace, PayRoc, or Forward.
Process a Full Refund
Processing a full refund of a credit card, debit card, or ACH/electronic check payment processed through Pace, PayRoc, or Forward requires two steps:
unapplying the payment; and
processing the refund.
A full refund is usually required when a payment was applied to the wrong invoice or the customer had wanted to use a different payment method — such as a paper check or cash — instead of a credit card.
STEP 1: Unapply the payment.
STEP 1A: View the invoice to refund.
STEP 1B: Scroll down, and locate the payment information, which is displayed in the left column. A PAYMENT LINK is displayed, typically PAYMENT 1.
STEP 1C: Click the UNAPPLY PAYMENT ICON, which is a red icon containing a link symbol, directly to the right of the PAYMENT LINK.
STEP 1D: A confirmation dialog box appears, requesting to confirm whether to unapply the payment.
STEP 1E: Click the YES OPTION in the confirmation dialog box.
STEP 1F: Click the PAYMENT LINK, typically PAYMENT 1.
STEP 1G: The property accounting ledger appears.
STEP 2: Process the refund.
STEP 2A: Click the red ADD REFUND BUTTON.
STEP 2B: A dialog box appears, requesting you to select the payment to refund.
STEP 2C: Select the payment to refund, and click NEXT.
STEP 2D: A payment ledger box appears, with the full payment amount appearing in a field next to a green REFUND BUTTON.
STEP 2E: Because this is a full refund, the refund amount should not be modified.
STEP 2F: Click the REFUND BUTTON to finalize the full refund.
Process a Partial Refund
Processing a partial refund of a credit card, debit card, or ACH/electronic check payment processed through Pace, PayRoc, or Forward requires four main steps:
unapplying the payment;
processing the refund;
adjusting the invoice; and
reapplying the unapplied funds — that is, the portion not refunded — to the adjusted invoice.
A partial refund is usually required when a payment was applied to an invoice that charged an incorrect amount — for example, charging $600 instead of $450 — or an invoice that included a product or service that was not needed.
STEP 1: Unapply the payment.
STEP 1A: View the invoice to refund.
STEP 1B: Scroll down, and locate the payment information, which is displayed in the left column. A PAYMENT LINK is displayed, typically PAYMENT 1.
STEP 1C: Click the UNAPPLY PAYMENT ICON, which is a red icon containing a link symbol, directly to the right of the PAYMENT LINK.
STEP 1D: A confirmation dialog box appears, requesting to confirm whether to unapply the payment.
STEP 1E: Click the YES OPTION in the confirmation dialog box.
STEP 1F: Click the PAYMENT LINK, typically PAYMENT 1.
STEP 1G: The property accounting ledger appears.
STEP 2: Process the refund.
STEP 2A: Click the red ADD REFUND BUTTON.
STEP 2B: A dialog box appears, requesting you to select the payment to refund.
STEP 2C: Select the payment to refund, and click NEXT.
STEP 2D: A payment ledger box appears, with the full payment amount appearing in a field next to a green REFUND BUTTON.
STEP 2E: Because this is a partial refund, the refund amount should be modified to equal the amount of the partial refund.
STEP 2F: Click the REFUND BUTTON to finalize the partial refund.
👉 IMPORTANT! The portion of the payment that was not refunded appears as unapplied funds that will need to be applied back to the adjusted invoice.
STEP 3: Adjust the invoice.
STEP 3A: View the invoice that was partially refunded.
STEP 3B: If Job Completed is checked, uncheck Job Completed.
STEP 3C: Modify the invoice as needed to reflect the correct products, services, and prices. For example, if the invoice incorrectly charged your customer $600 instead of $450 for pumping a septic tank — which necessitated the $150 partial refund you just processed — change the price on the invoice item from $600 to $450. Or, if the invoice incorrectly included a product or service that was not provided, remove that product or service from the invoice.
STEP 3D: Recheck Job Completed, if Job Completed was checked in STEP 3B above.
STEP 4: Reapply the unapplied funds.
STEP 4A: View the invoice that was partially refunded (the invoice should already be displayed following STEP 3 above.
STEP 4B: Click the green + APPLY $XXX CREDIT BUTTON. The amount of the credit should equal the amount of the adjusted invoice.
STEP 4C: Confirm that the adjusted invoice is paid in full.