---
title: "Linked Refunds"
slug: "linked-refunds"
updated: 2026-05-28T21:14:53Z
published: 2026-05-28T21:14:53Z
canonical: "www.procaresupport.com/linked-refunds"
---

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

# Linked Refunds

##### Responding to payment errors is easier than ever with Linked Refunds. Refund payments directly from a payment record while maintaining a clear audit trail that links the original payment to its refund. All refund activity is automatically recorded in the account ledger for accurate financial tracking.

#### Supported Refundable Payment Types

Linked refunds are available for the following payment types:

- POS Payments
- ACH Payments
- Batch Payments
- MyProcare Payments

> [!NOTE]
> Important Rules and Limitations
> 
> Please review the following before issuing a refund:
> 
> - **Only full refunds are supported** using this workflow. Partial refunds are not allowed.
>   - To issue a partial refund, use the **POS refund flow**.
> - Payments **must be fully processed** before they can be refunded.
> - Refunds must be **initiated within 60 days** of the original payment.
> - Linked refunds must be initiated **from the original payment record**.
> - Refunds are returned to the **original payment method** (Card or ACH).
> - Payments made through the **Procare Mobile App cannot be refunded** using the linked refund workflow.
>   - If needed, issue a manual refund via POS.
> - Linked refunds show the relationship between the **payment and refund**, but do not display a connection to the original charge.
> - Refunds issued through the **TE POS workflow** are not linked to the original payment.
> - Users will have access to Linked Refunds if they have permissions enabled for Refund Account Ledger Entries under 20.020.60.55 in the [user group limits.](/procare-desktop/docs/user-groups-and-limits)

> [!WARNING]
> ACH Refunds
> 
> ACH Payments typically take 3-4 business days to settle. There is a small window during which a refund can be processed before the ACH funds are settled.

## To Refund a Payment

### Navigate to the Account

1. From **Family Data & Accounting**, locate and select the appropriate **Account**.
2. Select the **Account Ledger** icon to view payment history for the account.

### Locate the Payment

1. In the Account Ledger, locate the **payment** that needs to be refunded.
2. Select the **three‑dot (⋮) menu** next to the payment.
3. Choose one of the following:

![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-0JD4RU5S.png)
  - **View Details** (to review the payment before proceeding), or
  - **Refund Payment** (to begin the refund process)
  - **Void** (to void the payment if applicable)

### Initiate the Refund

1. Select **Refund Payment**.
2. Enter a **Refund Reason**.

This field is **required** and must be completed to proceed.![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-1776102521132.png)
3. Select **Refund**.
4. Review the confirmation message and select **Confirm Action** to complete the refund.![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-1776102545232.png)
5. The refund is processed back to the **original payment method**.
6. The system automatically updates the **account ledger**, ensuring accurate and complete financial records. The date the refund was initiated is indicated on the ledger.

![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-1776102489354.png)

## Payment Transaction History

1. Select **View Details** to see a complete history of all charges, payments, and refunds associated with that transaction.

![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-74CAT4DY.png)

### Surcharge Behavior

If a payment included a surcharge, this is clearly identified in both the Payment Transaction History and the account ledger. Instead of appearing in green as a refund, the surcharge is shown in blue as a charge reversal, indicating that the surcharge amount was reversed rather than refunded.

![troubleshooting procare desktop icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/tspcdt.svg)

## Troubleshooting Guide

#### **Why can’t Mobile App payments be refunded using this process?**

Payments made through the Procare Mobile App are not supported by the linked refund workflow due to how those payments are processed. While the three‑dot menu may appear, the Refund Payment option will be unavailable and the following error message is shown:

*“Unable to refund this payment. You will need to create a manual refund in order to refund this payment.”*

#### **Why don’t I see the “Refund Payment” option?**

This may happen if:

- The payment is more than 60 days old
- The payment was made through the Procare Mobile App
- You do not have the required user permissions

#### **Do I need special permissions to issue refunds?**

Yes. The ability to issue refunds depends on your assigned role and permissions.