Cloud 9 Payments: Partial Refund on Surcharge

Keywords: PDDS Pay, Planet DDS Pay, partial refund, surcharge, credit card, ledger, refund, payment processor, surcharge refund, integrated payment, stripe
Summary
This article walks through how to process a partial refund on a surcharged credit card transaction using PDDS Pay in Cloud 9. It covers what changed, how the system calculates the surcharge adjustment automatically, and what posts to the ledger.

Overview
PDDS Pay now supports issuing partial refunds on surcharged credit card transactions entirely within Cloud 9. Office managers and billing staff can process a partial refund without leaving Cloud 9. No Stripe portal access is required and no manual math is needed. The system automatically calculates the proportional surcharge refund and posts two accurate ledger adjustments for the transaction.

Previously, refunding a surcharged transaction meant manually calculating the proportional surcharge adjustment and in some cases required separate access to the Stripe portal to complete the process. Manual calculations introduced the risk of ledger inaccuracies and added extra steps for staff. This update keeps the entire refund process and the math inside Cloud 9.


What Changed

• Partial refund processing for surcharged credit card transactions is now handled fully within Cloud 9.
• The system automatically calculates the correct proportional surcharge refund amount based on the partial refund entered. No manual calculation is needed.
• Two ledger adjustments are posted automatically: one for the refunded payment amount and one for the proportional surcharge adjustment.
• Stripe portal access is no longer required for these refund scenarios. The entire workflow is handled inside Cloud 9.

How It Works
Step 1: Locate the Surcharged Transaction
Open the patient’s ledger and locate the original surcharged credit card transaction that needs a partial refund.

Step 2: Initiate the Partial Refund
Select the option to issue a partial refund on the transaction and enter the refund amount.

Step 3: System Calculates the Surcharge Adjustment
Cloud 9 automatically calculates the proportional surcharge refund based on the partial refund amount. No manual calculation is needed.

Step 4: Review the Ledger Adjustments
Two ledger adjustments are posted automatically: one for the refunded payment and one for the corresponding surcharge adjustment.

Step 5: Confirm Completion
The refund is processed and reflected in the patient’s ledger. No Stripe portal access is needed at any point in the process.


Who This Applies To

• Office managers and billing staff who process refunds on surcharged credit card payments.
• Practices using PDDS Pay with surcharge programs enabled.
• Staff who previously needed Stripe portal access to handle certain refund scenarios.