Fixing a double-charge to a credit card

Sometimes you may find that a customer's card was charged twice, but it's only shown once in Campground Master (due to aborted or timed out processing on the first one and not realizing that it really was processed).

Since it was processed again, and the customer was charged twice, there are 2 options for correcting it (these assume that the customer's Reservation Transactions currently show the "correct" amount paid, i.e. a single payment the way you want it to be).

1. You can credit one of the charges directly with the credit card company, and then just leave the existing payment in Campground Master.  It doesn't really matter which payment was refunded through the credit card company, except if you need to do a further Refund later -- then it will need to reference the correct payment, so you need to make sure the one canceled is the one missing from Campground Master.  This is the simplest way to do it, since nothing needs to be done in Campground Master.  The customer's transactions in Campground Master will look correct, but the Receipts by Payment Method report may not match the credit card company's statement if it wasn't all done on the same day (Campground Master won't show both charges to the card and won't show the refund).

2. If you don't want to do the credit directly with the card company (or don't know how), then you can do it through Campground Master -- but then you need to add another Payment transaction to make things match up.  This takes a few steps.

a. Disable credit card processing (uncheck the "Enable" box in Maintenance / Credit Cards / Processing Setup).

b. In the Reservation's Transactions, enter another Payment for the same amount -- select the credit card payment method.  Don't enter a card number, and just Save it (there won't be a "Process Card" button).  Now it should show a credit (negative) balance for the amount you need to credit their card.

c. If necessary, back-date the payment you entered to the proper date (when the duplicate payment was actually made).

https://campgroundmaster.com/news/back-datingtransactions.html

d. Move the new payment you entered so it's ABOVE the payment that was already there and processed correctly.  To do this you need to exit out of Reservation Transactions, go to the Reservation Details for that reservation, click "Transaction History", and move up the transaction.  This is important so that the Refund step below will refund the correct payment (the processed one, not the one that you just entered without processing).

https://campgroundmaster.com/help/transactionhistorydialog.html

e. Re-enable credit card processing (re-check the "Enable" box in Maintenance / Credit Cards / Processing Setup).

f. Go back to Reservation Transactions for that reservation, and click "Refund" to refund the credit card payment to their card (or if this was all on the same day so it has not settled, then use "Void selected credit card").  Make sure you can "Process" the refund or void -- If not, then either you didn't re-enable credit card processing or you don't have the processed Payment as the most recent payment.  This will credit that one payment back to the customer's card.

Now it should report correctly in Campground Master and also match the statement from the processor.