When a vendor refunds part or all of an ePay (REPAY) payment, the refund must be handled as a separate transaction in Inn-Flow – not as a void of the original payment. This is different from a standard void or reversal because the original funds actually left the bank account.
Step 1: Reconcile the Original Batch Payment
The full amount that was withdrawn from the bank account should be reconciled against the original payment batch in Inn-Flow. This maintains alignment between the bank statement and the transaction record.
If the invoice remains stuck in the ePay Processing tab and needs to be marked as complete, submit a request to [email protected] with the invoice details so the development team can update the status.
Step 2: Record the Refund as a Separate Transaction
Since REPAY refunded part of the amount after the original withdrawal, the refund should be treated as a new incoming transaction.
Navigate to the Register page for the bank account that received the refund.
Click Add Transaction > Deposit.
Enter the refund amount, transaction date, and vendor name.
In the COA section, code the refund to the same account(s) used on the original invoice.
Add a note referencing the original ePay batch number for audit trail purposes.
Save the transaction.
Once saved, this deposit will appear in Bank Sync and can be matched to the incoming bank feed entry for the refund.
Why Not Void the Original Payment?
Do not void the original ePay payment. The bank withdrawal was real – the money did leave your account as a lump sum. Voiding implies the money was never sent, which is not accurate.
Recording the refund as a separate deposit ensures:
The audit trail remains accurate
Bank reconciliation reflects actual movement of funds
The original payment batch stays intact for reporting
ePay refunds differ from regular AP voids. A regular void cancels a payment before it clears the bank. An ePay refund occurs after funds have already been withdrawn, so it must be recorded as a new incoming deposit.