---
title: "Refund a Payment"
slug: "refund-a-payment"
updated: 2026-01-05T15:38:29Z
published: 2026-01-05T15:38:29Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://resource.payrix.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Refund a Payment

Transactions that have completed processing with a *Captured* or *Settled*status can be remedied by issuing a partial or full refund for the payment amount. This is because refunds are new transactions made separate from the original payment being refunded, and you can’t cancel or void a transaction that has already reached the status of *Captured*or *Settled*.

### Requirements

To refund a payment:

- The transaction status must be *Captured*****or *Settled***.**
- The merchant’s balance or approved daily transactions must cover the refund. If the merchant’s balance is insufficient, their primary bank account will be debited for the remainder.

Verify a transaction’s status from the [Transaction Details](/v1/docs/transaction-details-merchants) page, where full or partial refunds can be issued.

### Issue a Refund

For transactions with *Captured* or *Settled* status, a Refund transaction is required.

To initiate a new Refund transaction:

1. Select **Payment History** from the left navigation panel.
2. Select the transaction to open the **Transaction Details** page.
3. Review the transaction’s details to confirm the status is *Captured* or *Settled*.
4. Click **Refund**.
  - **Partial Refunds:** Enter the amount to be refunded before proceeding.
  - **Full Refunds:** Proceed to the next step.
5. Click **Refund** to confirm and issue the Refund transaction for the full or partial amount.

**Result:** The amount entered in the **Refund** dialog is issued to the customer as a new Refund transaction. This Refund transaction is generated with a new unique transaction ID and is linked with the original sale transaction, shown on the **Related Transactions** tab of the original sale's **Transaction Details** page.

> [!WARNING]
> Important!
> 
> An eCheck sale might fail after the funds have been credited to the merchant’s available balance. If a refund is processed and the original transaction subsequently fails, the merchant is responsible for recovering those funds from their customer.

## Refund Authorization and Response

Authorizations for Refund transactions are issued in real time, instantly receiving *Approved* or *Failed* status updates after processing. As a result of real-time authorization, Refund transactions cannot be canceled.

### Using the Vantiv Processor

Refund transactions on the Vantiv processor (VAP) will show *Captured*****status instantly after approval, while being added to the settlement batch. Due to the instant *Captured* status for authorized Refund transactions, they cannot be canceled or voided on VAP.

### Using the Vantiv Core Processor

Refund transactions on the Vantiv Core processor (VCore) have an *Approved* status after authorization, updating to *Captured* after being added to the daily settlement batch. This behaves similarly to a sale transaction processing, except the funds are being debited from the merchant upon capture and credited to the customer after settlement.

An authorization code related to the Refund transaction is displayed on the **Transaction**tab of the **Transaction Details** page for the new refund, along with a unique transaction ID.

| **Response Code** | **Processor** | **Message** | **Reason** | **Description** |
| --- | --- | --- | --- | --- |
| 000 | VAP | Approved | Approved | No action required. |
| 010 | VAP | Partially Approved | Approved | The authorized amount is less than the requested amount. |
| 0 | VCore - Express | Success | Approved | No action required. |
| 5 | VCore - Express | Partial Approval | Approved | The authorized amount is less than the requested amount. |

See [Processor Response Codes](/v1/docs/processor-response-codes) for a full list of all possible authorization or decline codes related to issuing refunds on various processors, like VAP and VCore.