📝 Overview
Reference transactions allow staff to issue a refund or charge a card again using the original Transaction ID from a prior CardConnect payment. This method is used when the customer’s credit card number is not stored but you still need to complete a payment adjustment.
✍️ Note: This does not reverse an invoice by any means. You will still need to reverse the item if you are doing a payment refund to a customer's credit card.
🔑 Authorizations
In order to create a reference transaction the user needs to have the "Reference Transaction" authorization.
The user will also need to have the "Refunds & Reversals" if they are crediting the card.
📍 Where to Access a Reference Transaction
Click the arrow to learn where reference transactions are used
Click the arrow to learn where reference transactions are used
Reference transactions are always initiated from the invoice that contains the original card payment.
You will see a Ref link next to the transaction if:
The payment was processed through CardConnect, and
The staff member has the Reference Transactions authorization.
Clicking this link opens the reference transaction panel on the right side of the invoice.
🛠️ How Reference Transactions Work
Click the arrow to learn how this method functions
Click the arrow to learn how this method functions
A reference transaction uses the original Transaction ID to process a new refund or charge.
The customer’s credit card does not need to be stored or present.
Staff can issue either a refund (negative amount) or an additional charge (positive amount).
Reference transactions are available only when the facility uses CardConnect as its processor.
A reference transaction processes a payment adjustment only. It does not reverse invoice items. Reverse items separately if needed.
The resulting charge or refund appears on the invoice as a card payment entry labeled as a reference transaction.
If your organization has multiple locations, reference transactions can only be processed from the same facility where the original payment was taken.
💳 Processing a Reference Transaction
Use this method when the software displays a Ref link next to a CardConnect payment and you need to refund or charge the customer without the card in hand.
Click the arrow to learn how to complete a reference transaction
Click the arrow to learn how to complete a reference transaction
Open the invoice containing the original card payment.
Click the Ref link to open the reference transaction panel.
The Transaction ID fills in automatically.
Enter the amount for the adjustment:
Enter a negative amount to issue a refund
Enter a positive amount to charge the customer again
Adjust receipt and note settings as needed.
Click Process to complete the transaction.
⚠️ Important Notes
Click the arrow to view important details
Click the arrow to view important details
Make sure you are on the correct invoice before processing the adjustment.
Ensure you enter the correct positive or negative amount for the transaction type.