Payment Void or Refund
To process the actual refund to the customer, you will need to log into the credit card processing website. If the payment was made today, and the batch has not settled with the credit card processing website, you may be able to void the payment in both the credit card processing website and LAMA, which will save you time. If its already settled, you can follow option B below.
OPTION A NOT SETTLED, SAME DAY VOID:
When processing the refund and balancing the payment in LAMA, the following are the recommended steps.
1. On the permit in question, go the fees tab.
2. Click Payments.
3. Click the drop-down and select Show All Payments.
4. The Grid will switch to the payments screen. Highlight the row of the payment.
5. Above the grid on the Edit menu, choose Void Payment.
6. A window will pop-out. Select, Yes.
OPTION B ALREADY SETTLED:
When processing the refund and balancing the payment in LAMA, the following are the recommended steps.
1. On the permit in question, go the Fees tab.
2. Click Payments.
3. Click the drop-down under payments and select, Show All Payments.
4. The Grid will switch to the payments screen. Click on the dollar amount of the payment.
5. In the payment number field, you will see a number you should be able to use to search for the payment in Persolvent. This is the part where you would log into Persolvent to process the full refund including the convenience fee. In LAMA the convenience fee is disregarded as it does not deposit to the County.
6. After reversing the charge in the credit card website, on the Permit Form return to the Fees tab and choose Fee Options. NOTE: I recommend copying any confirmation number or transaction number Persolvent provides to make accounting easier. You will use this in step 13. If a unique number is not generated, then I recommend entering the original payment number which will allow you to search it by in the payments section if there were any balancing errors.
7. On the drop-down, select Add Credit.
8. There will be a pop-up. You will enter a total credit amount equal the amount City/County would have received (no convenience fee).
9. Unless the refund amount is only a partial refund, check the box to Distribute Evenly.
10. Click OK.
11. On the Permit form, click on Payments.
12. Choose Process refund from the drop-down.
13. Enter the refund confirmation or original payment number in the Refund Number field.
14. Choose the payment type in the Refund Method field.
15. Click OK.
The result of this longer and potentially more convoluted feeling process is that reports run on each day for accounting will continue to balance without additional manual adjustments.