How-to Issue a Refund via Worldnet

Purpose

This is a step-by-step guide on how to issue a refund using the Worldnet virtual terminal.

Prerequisite Requirements

To ensure you are ready to refund a customer transaction, have the following details available to ensure you are refunding the correct transaction.

1. The last 4 digits of the card that is to be refunded.

2. Time and date stamp of the transaction as obtained from Worldnet and/or FasCard/LaundryCard.

3. The transaction Order ID from Worldnet (see steps below).

Step-by-Step Guide

1. You will need to log in to https://payments.worldnettps.com/merchant/selfcare/. You will need your:

   1. 6-digit account merchant ID;

   2. Username provided, and;

   3. Password created from the original Worldnet Welcome Email.

2. There are two methods for refunding a customer transaction.

Method #1 - Refunding Through the Virtual Terminal

1. Once logged in, expand the Virtual Terminal menu on the left-hand side.

2. Select Refund.

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3. In the Order ID field, enter the appropriate Order ID. This can be obtained from Worldnet Open or Closed Batch reports.

   1. For LaundryCard: The Order ID is a long string of integers (e.g., 638814073485268323)

   2. For FasCard: The Order ID is a 4-digit integer followed by a period and a 6-digit integer (e.g., 1971.667192).

4. Enter the appropriate Order ID, and wait for the transaction details to populate.

5. Select the transaction details in the gray box. The system will auto-fill in the fields and add additional fields about the transaction, including the amount to be refunded.

6. In the Amount to be refunded field, you can modify the refund amount if required.

7. In the Reason* field, you MUST add some text describing the refund purpose (i.e., customer mistakenly started an extra machine or customer added too much money to their card).

8. Click Refund, and the transaction will be refunded to the customer.

Method #2 - Direct Transaction Method

1. Once you are logged in, expand the Reporting menu. Depending on when the transaction occurred, you will need to choose either Open Batch or Closed Batch.

   1. Open Batch is for transactions that happened earlier on the day of the transaction.

   2. Closed Batch is for all other transactions that have been submitted on prior days of business.

2. For the sake of simplicity, our example will walk you through an older transaction and refund it through the Closed Batch report. The refund process is the same for Open Batch transactions.

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3. At the bottom of the report, you will see a list of transactions for the week (starting with Sunday). If you are seeking an older transaction, change the Batch Date at the top of the report to the day of the transaction (i.e., if the customer transacted on 04/27/2025, the batch date will be 04/27/2025).

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4. Once you’ve located the transaction to be refunded, click the three dots (meatball menu) on the right-hand side of the transaction, then select Refund.

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5. A new window will pop up showing you the transaction details.

6. In the Amount to be refunded field, you can modify the refund amount if required.

7. In the Reason* field, you MUST add some text describing the refund purpose (i.e., customer mistakenly started an extra machine or customer added too much money to their card).

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8. Once you’ve entered the above details, click Refund.