Refunding Payments via Windcave

Overview

When using Windcave as your credit card processor, if an online booking needs to be cancelled and a payment needs to be refunded, the payment must be refunded from the Payline Account before cancelling the booking.

Steps

Merchant Ref

• Open the Guest Folio of the reservation.
• Locate the Confirmation number within the Till Tape. This number matches the Merchant Ref transaction.
• Write down the Confirmation number or highlight and copy it.

Payline Account

1. Open your Payline Account.
2. Click on the Transactions list on the left and select Transaction Search.
3. Enter the Confirmation number into the Merchant Ref field.
4. Adjust the date range to view all transactions and click Search.
5. Select the transaction.
6. Click on the Refund Transaction tab and then click Refund.
7. Enter the amount to be refunded.
8. Enter the Card Holder Email (copy from the Guest Folio).
9. Press Submit.

The transaction will be processed, and you will receive a response. Once the refund is completed, return to RezExpert.

Cancelling the Booking

1. Within the Guest Folio, click on the Status option to select Cancel Rez.
2. Select the appropriate cancellation reason.
3. Select the Other Payment tab and choose the Credit Card type.
4. Ensure the displayed amount matches the refunded amount.
5. Click Post.
6. Complete the cancellation as required and click Submit to finalize.