How is a vendor informed of voided or refunded transactions?

Overview

Voided and refunded transactions are handled carefully within PayCargo to ensure transparency and proper communication between all parties. Vendors are notified in advance of any voided transactions and receive alerts for refund requests in line with PayCargo’s operational policies.

Understanding how these notifications work helps Vendors manage their accounts efficiently and maintain clear financial records.

How it works

Voided or Canceled Transactions

• If the Vendor is set as Same-Day Release, PayCargo’s Support team will always contact the Vendor before a transaction is voided or canceled.

• This step is required because, according to PayCargo’s policy, the Vendor’s approval is necessary to proceed with the void or cancellation.

Refund Requests

• When an Automated Refund request is initiated, the Vendor receives an alert notification informing them that a refund has been requested for a specific transaction. The Vendor is then responsible for approving this refund via their PayCargo Dashboard.

• If the Vendor is not signed up for the Automated Refund System, the PayCargo Support Team will email the Vendor a written request on behalf of the Payer advising them of the Refund Request and the reason for the request. The Vendor can then communicate directly with the Payer to initiate the refund.

• In the case of Automated Refunds, once the refund is processed, the Vendor will be debited, and the Payer will be credited automatically. In the case of Self Handled Refunds, the Vendor will work out a payment method with the Payer, whether it be ACH Deposit, sending a check to the address provided by the Payer, or Credit towards a future shipment release.

• Please note: No additional notification is sent after the refund has been issued.

Related questions

Will I always be notified before a transaction is voided?

Yes. If your account is set as Same-Day Release, PayCargo’s Support team will reach out for your approval before canceling or voiding any transaction.

How will I be notified of a refund request?

Vendor's who sign up for our Automated Refund System will receive an alert notification as soon as a refund is requested for a transaction involving your account.

Vendor's who chose not to use our Automated Refund System will be notified via email with all the Transaction Details and reason for the Refund Request. It is their responsibility to communicate with the Payer regarding the Refund at that point.

Do I receive a confirmation once the refund has been issued?

No separate confirmation is sent.

In the case of Automated Refunds, the debit to the Vendor and the credit to the Payer will be reflected in your account records.

Can I dispute a refund request?

Yes. If you believe a refund request was made in error, you can contact PayCargo Support immediately for assistance.

Who should I contact if I have questions about a void or refund?

You can reach the PayCargo Support team for assistance with any transaction-related questions or disputes at 1-888-250-7778 or [email protected].