Using v4 - How would you handle this transaction?

[R-n-R]

I need to get a little feedback from those of you using WHMCS v4.0 relating to how to handle a refund/credit.

 

I have a customer that ordered a service a few days ago via credit card, and to keep this simple lets say his total charge that was paid is $100.

 

Now lets say I gave him a promotion code of 25% off and he admits he didn't validate the coupon code (reason being he says you don't have to validate on other web sites, he didn't know to do it, ok fine).

 

His account/service is set up on annual recurring and the promotion code was set up to reoccur as well.

 

So my choices are

OPTION 1) to refund the current invoice for $100 through his credit card (and I get soaked with fees doing so) and then charge his card again for $75 for the correct amount.

 

OPTION 2) Give him a credit of $25 in his WHMCS account and just mail the customer (he is local) a check for the $25. But if I just give a credit in his account that isn't taken off the income earned in WHMCS and the reports will be off, at least I think that's the case.

 

OPTION 3) Change his payment type temporarily to Offline Check, refund the invoice and then create another invoice for the proper amount and for the credit in his account mail him a check and debit credit in his account for the $25 difference (without a invoice).

 

I am thinking that OPTION 3 in this case (since I personally know the customer and they are local) would be the best way to do this. But wanted to get some feedback if there is a better way to do it to make sure the accounting in WHMCS is correct.

 

Look forward to feedback.

Edited May 20, 2009 by R-n-R

[georgew]

Just refund $25 of his $100 payment. Or add it as credit if he accepts that method.

[dkent]

Yes, as George (above) says. Do not do any of the other options, there really is no need. Charging your Client again (a new transaction) is a silly idea, and yes you would be charged more fees when doing so.

 

Simply add the $25 credit to your Clients' account, if for some reason your Client does not wish to have it as credit, you should do a "partial" refund. Some Merchant Gateways allow this, so you should ask your provider for further help.

 

If you are unable to do a partial refund via your online Merchant Account, send a Check (Cheque) for the amount, and make sure you make a note of this on the Customers' account. Or a simple Bank (Wire) Transfer would do the trick, this is the option most companies use when sending payments to their Customers.