Searching Transactions, Processing Refunds, Voids, and Pre-Authorization Completions
Search for transactions
- If you have more than one account, the account to be searched ca be selected in the Merchant Account dropdown.
- Enter the search parameters. The most common is date range. Transactions search results can be returned in up to six-month periods. The transaction data goes back eighteen-months.
- Use 'Advanced Search' for additional search options. The more parameters entered, the longer it will take to search the database. Advanced Search fields include: Card Holder, Reference Number, Authorization Number, Card Number, Customer Reference, Tag, User ID, and Split Tender ID.
- To begin the search, click the “Search” button.
Search result(s) will be returned. The transaction record is returned with specific information on the transaction.
To change the order and number of columns returned select the 'Preferences' (beside 'Advanced Search').
From within the search results you can get further transaction details or conduct Pre-Authorization Completions and Refund transactions.
Transaction Icons
Next to each transaction there may be a transaction icon. Each of these icons indicates an action that can be taken, or if an action has occurred. The following actions can be taken using these buttons: Refund, Void, and Complete Transaction. Below are instructions for each.
Example of Refunding from Transactions
- Click the “R” next to the transaction record.
- A box will expand out with the amount to be refunded pre-populated in the Amount box.
- Enter any necessary reference data.
- Click on the “Submit Refund” button.
- A CTR receipt will appear if the refund has been approved. A separate transaction record for the refund will now be listed if you search the card again. Also the “R” that was next to the purchase item will now be a 'clock' icon if you refunded the total amount.
Partial Refund
If you wish to make a partial refund go through steps 1-4, but adjust the dollar amount. A partial refund will refund only the specified amount to that purchase. The “R” will remain next to the purchase or pre-authorization completion items until the full amount is reimbursed. If you click on the “R” again, you can do a second refund for up to the remaining amount.
Void a transaction
Note that voids can only be performed the same day as the original transaction and prior to the batch closing. If you are unsure of the batch closing times please contact First Data.
- Click the “V” next to the transaction record.
- A box will expand out with the amount to be voided pre-populated in the Amount box.
- Enter any necessary reference data.
- Click on the “Void Transaction” button
- A CTR receipt will appear if the void has been approved. A separate transaction record for the void will now be listed if you search the card again. Also the “V” that was next to the purchase item will now be a 'clock' icon if you voided the total amount.
How to Send a Pre-Authorization Completion from Transactions Section
- Go to Transactions
- Search for the Pre-Authorization to be completed
- Check the icon to the left of the transaction record. If a “C” appears, this indicates the pre-authorization has not been fully completed. The date the pre-authorization was sent, along with other details, is listed on the item line or can be seen by clicking on the transaction. Note that PayPal pre-authorizations will expire in 29 days if they are not completed.
Submitting a Pre-Authorization Completion
- Click the “C” next to the transaction record. Please note only Pre-Authorization transactions will have a “C” icon next to them.
- A box will expand out with the amount to be completed pre-populated in the Amount box.
At this point you can simply click on the “Complete Transaction” button to send the completion. Or, you can enter a lesser dollar amount, fill in a reference number, and then click the button.
A CTR will be returned within a few seconds displaying the results of your submission. If the transaction is approved, the CTR will list it at the top and bottom of the screen. If declined, it will display “Transaction Not Approved”/Declined.
Once a pre-authorization has been completed, the “C” icon will disappear to within Transactions, indicating a “Completed Transaction”.
Search results will also show a separate transaction listing for the “Tagged Completion”.
Re-Charging Credit Cards
There are times when merchants want to quickly process new transactions from previously authorized or settled transactions. A transaction is eligible to be Re-Charged only if all the following are true:
- This Method of Payment is a Credit Card
- The transaction is not fraudulent
- The transaction is authorized or settled
- The transaction type is one of the following: Purchase, Pre-Auth, Pre-Auth Completion, Forced Post, Tagged Purchase, Tagged Pre-Auth, Tagged Pre-Auth Completion
To Re-charge a transaction, follow the steps below.
From the Transactions Screen find the transaction that you want to Re-Charge.
Select the “N” icon or “Re-Charge” from the Transaction Details
Once the “N” or “Re-Charge” is selected a new transaction screen will be presented. From this screen you may run a new Purchase or Pre-Authorization.
New Transaction Screen
On the New Transaction window, the data from the previously processed transaction will be displayed, with the exception of the CVV/CVD number which will need to be re-entered if enabled on the terminal. All fields that are currently enabled on the terminal (e.g. Level 2, Level 3, CVV, Soft Descriptors) will appear on this screen. If these fields were enabled on the terminal after the original transaction, the user will be prompted to fill in those fields. The currency will be in the default currency for the terminal and cannot be changed.
Click "Submit Transaction" to process the transaction.