Payment refunds
Once a payment has been paid out, it’s eligible to be refunded back to the customer’s bank account through GoCardless. GoCardless supports full and partial refunds, and you can read more about enabling this feature here.
To initiate a refund through NetSuite, you’ll create a credit memo against the relevant invoice, and populate the below fields.
Note: the invoice must have a “paid out” payment against it on the “GoCardless > Transaction information” subtab.
| Field | GC Subtab | Description | Editable? |
|---|---|---|---|
|
Refund with GoCardless |
GoCardless > Request information |
When this checkbox is selected, a refund request will be sent through to GoCardless following the credit memo save. |
Y |
|
Refund reference |
GoCardless > Request information |
An optional refund reference can be input before saving a credit memo with the ""Refund with GoCardless"" checkbox selected. When a reference is populated, it will set the refund reference in GoCardless, which appears on the customer's bank statement. |
Y (10 character limit) |
|
Items > amount |
N/A |
When a credit memo is saved with the "Refund with GoCardless" checkbox selected, the refund request will be sent to GoCardless for the amount on the items tab. This amount can be adjusted in the items section to process a partial refund. |
Y |
The following non-editable fields will also be populated on the credit memo for viewing purposes:
| Field | GC Subtab | Description | Editable? |
|---|---|---|---|
| GoCardless account | GoCardless > Request information |
The GoCardless configuration record (i.e. account) that's associated with the customer. |
N |
|
GoCardless payment ID |
GoCardless > Transaction information |
This GoCardless payment ID from the associated invoice. This is the payment that will be refunded as a result of saving the credit memo with the "Refund with GoCardless" checkbox selected. |
N |
Upon saving the credit memo with “Refund with GoCardless” selected, a warning message will be displayed indicating the credit will be locked to prevent any updates after the refund request is sent to GoCardless for processing.
After the credit memo is saved, the refund will be created in GoCardless within minutes. Once the refund is created in GoCardless -
1. The following fields will be populated credit memo:
| Field | GC Subtab | Description | Editable? |
|---|---|---|---|
|
Refund status |
GoCardless > Request information |
The status of the refund request to GoCardless: Processed: This means the refund request was successfully sent to GoCardless. Failed: This means the refund request to GoCardless failed. The related error message will be displayed in the "Refund error" field. The credit memo will be unlocked when this occurs. |
N |
|
Refund error |
GoCardless > Request information |
When this "Integration status" field is set to "failed", the error message will be displayed in this field to explain why it failed. After the appropriate adjustments have been made, you can re-attempt the refund request by re-saving the credit memo with the "Refund with GoCardless" box selected. | N |
|
GoCardless refund ID |
GoCardless > Transaction information |
The GoCardless refund ID. |
N |
| Refund |
GoCardless > Transaction information |
The NetSuite refund object that’s generated as the result of the GoCardless refund being created. |
N |
2. A refund will be created in NetSuite, and linked in the credit memo’s “Refund” field. The transaction will be booked against the Undeposited Funds account.
Data flow - payment refunds