Handling credit card chargebacks |
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(From Newsletter #49, Feb 27, 2023)
Campground Master doesn't have a specific function for handling the situation when a credit card payment is "charged back". To record the charge-back from the credit card company (deducting the payment from the customer's account), here are 3 possible options:
You will need to have the appropriate level of operator access to delete a payment or enter a negative payment amount, at least Manager or possibly Administrator.
1. If don't care about reporting or date-correctness, you can simply Delete the original payment transaction.
2. If you want it date-correct but don't need it to specifically come out of your "Payments" reports (or credit card account for exporting to QuickBooks), you can just enter a "Charge" transaction for the charge-back amount (perhaps using a new Transaction Category like "Chargebacks")
3. For the most "correctness" in reporting, e.g. if you use QuickBooks or need things to come out of the correct accounts in reports, you can enter it as a "Payment" transaction under the same payment method (e.g. Visa), but with a negative amount (e.g. enter "-100" in the Amount to pay for a $100 charge-back). You may also want to change the Description of the payment, e.g. add a "chargeback" note to it.
Note that if you are processing credit cards through Campground Master, you must disable credit card processing first (see Maintenance Credit Cards / Processing), so you can Save that payment without processing (and don't forget to re-enable processing afterwards).
Also note that this will be included on your daily receipts report, so be sure to make a note of it or print out a fake credit card slip to remind you that it's not going to match up with your daily settlement.