Overview
Refunds are issued directly from within Auction Flex 360 by opening the bidder’s Settlement and selecting the Refund option on the Global Payments receipt.
Key points to remember:
Refunds are only available for payments processed through Global Payments.
You must have the proper user permission to access refund functionality (see User Roles and Permissions Explained).
If you process the refund before the nightly batch, it will act as an auto void rather than a refund.
Before You Start
Make sure you have:
Login access to Auction Flex 360
A payment that was processed through Global Payments in the selected auction
The bidder’s auction, name/number, and Settlement ready
(Recommended) An internal note explaining why the refund is being issued
Step-by-Step: Issue a Refund
Log in and open the auction
From the auction list, select the auction where the original payment was made.
Open the bidder’s Settlement
Go to Settlements for that auction.
Find the bidder by name or number and click View Settlement.
Locate the Global Payments receipt
Scroll to the bottom of the Settlement.
Find the line showing the Global Payments receipt.
Select Refund
On the receipt line, click the Refund option.
Choose refund type and amount
Select either Full Refund or Partial Refund.
Confirm success
Once processed, the Settlement updates immediately to reflect the refund.
Partial Refunds
When issuing a partial refund, Auction Flex 360 includes both the principal and any surcharge in the amount you enter.
For example:
Original transaction: $100 principal + $3 surcharge = $103 total charged
If you want to refund $10 of principal, you must enter $10.30 in the refund screen.
Tip: Always calculate the total refund amount (principal + surcharge) before entering it.
How to Verify the Refund
Return to the Settlement and confirm that:
A refund line appears (or the total is reduced for a partial refund).
The balance due and paid totals reflect the change.
Log into OpenEdge View and confirm in the transaction history.
If needed, email bidders an updated invoice showing the refund.
Notes & Tips
Refunds cannot exceed the original payment amount.
If you do not see the Refund option, confirm your user permissions and verify that the payment was processed with Global Payments.
Enter partial refunds carefully—the amount you enter is the total amount returned to the customer.
Add internal notes to document the reason for the refund.
Very small refunds may result in the surcharge rounding down to $0.00.
Troubleshooting
No Refund button visible
Confirm your user permissions.
Verify the payment was processed through Global Payments and has an authorization code.
Refund fails or errors
Double-check the amount entered.
Retry once. If it fails again, capture the error message and contact Support at 833-217-5519.
Invoice did not update
Refresh the Settlement view.
If it still does not update, confirm whether the refund completed and contact Support.
FAQ
Can I refund part of a payment?
Yes. Use Partial Refund and enter the exact amount.
Will the refund show on the bidder’s invoice right away?
Yes, it updates immediately.
What if the bidder paid across multiple receipts?
Refunds are processed per receipt. Select the correct Global Payments receipt.
Can I refund fees or tax only?
Yes. Use a Partial Refund for the desired amount.
How long until the cardholder sees the money back?
Timing varies by card issuer or bank.