For context, let’s review the life-cycle of a transaction:
As soon as a debit/credit card transaction is processed the Issuing Bank for that card will approve or decline the transaction. If the transaction is approved the issuing bank will authorize the $ amount of the transaction and adjust the cardholder’s “Available Balance” for the $ amount of the transaction. That evening the Qsuite will settle the day’s transactions, the issuing bank will receive the settlement debiting the donor’s account, and the funds will be sent to your bank account.
When you issue a same-day refund the transaction will not have settled yet (remember: settlement takes place at the end of the day). The Qsuite knows that a same-day refund is not possible, so the transaction is Voided instead. The act of voiding the transaction prevents the transaction from settling that evening so no funds are transferred.
If you do issue a same-day refund, you may want to let your donor know that the initial authorization will eventually expire and drop from their account. The donor needs the authorization to drop off sooner, they may contact their bank to let them know the transaction was voided. The donor’s bank may be willing to remove the authorization. All authorizations have an expiration and will eventually drop off the donor’s account; however, this time frame is determined by the donor’s bank.
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