coreSTORE - Sales - Refund a customer when the customer is not present

Process a Refund When the Customer Is Not Present

Normally, refunds require the customer to be present to swipe their card. If the customer is not present, follow these steps.

Step 1: Process the Refund in: CoreCLEAR

1. Sign in to the CoreCLEAR Portal.

2. Open the Transaction List.

3. Locate the transaction you want to refund.

4. Select the Refund button (red) next to the transaction.

• This will show a pop-up with the options of a full refund or a partial refund.

MX™ Merchant

Two main methods are available: via Quick Pay (for new or “quick” refunds) or via the Payments tab (for existing transactions).

Method 1: Quick Pay Refund

1. Sign in to MX Merchant at mxmerchant.com using your credentials.

2. Ensure you're using the correct merchant/location:

• Click the Location icon at the top right.

• Select Edit, choose the appropriate location, then click Save

3. From the left-hand menu, click the green Quick Pay button.

4. In the pop-up, set:

• Type of Sale to Refund

• Tender type (e.g., Card, ACH)

• Presentment type (e.g., card present/card not present)

5. Enter the refund amount.

6. Click Refund (or Swipe Card) to complete.

Method 2: Refund on a Previously Existing Payment

1. Sign in and select the correct location (as above).

2. From the left-hand menu, select Payments.

3. Use the search tools (e.g., last four of the card, authorization code) to find the transaction.

4. Click the green reference number to open transaction details.

5. In the pop-up, click the Refund button in the bottom right.

6. Enter a refund amount (must be ≤ original sale amount).

7. Click Refund to finalize.

8. A status pop-up will confirm if it's “Approved”—then you can send or print the receipt.

iPospay Merchant

1. Login to your iPOS account and click Transactions

2. Click on the specific sale or transaction you want to void / refund

3. Click Void / Refund and follow the on-screen prompt to complete

• Void - if the transaction is 24 hours old or less
• Refund - if the transaction is more than 24 hours old

Step 2: Record the Refund in CoreSTORE

1. Open the original sale in CoreSTORE.

2. Select Create Return.

3. Choose Record Payment as the payment method.

4. Enter the required details:

• Last 4 digits of the customer’s card.

• Approval code from the CoreCLEAR transaction list.

5. Save the refund.

This completes the return in both CoreCLEAR or another merchant processor, and CoreSTORE.

Updated on: 09/11/2025