Prime Core/Ultra: Refunds

The merchant account for both Prime Core and Prime Ultra will be managed through the DataCap platform. An email will be sent to the designated point of contact provided during setup. If additional users need access, please provide their email addresses so they can be added to the account. Access is limited to a maximum of 3 users.

DataCap Website: 

portal.dcap.com/Account/Login This will be sent via email, but saving this to your bookmarks will make it easily accessible.

Some things to remember if you're signing in for the first time:

• 500 Error When Logging In: If you receive a 500 error when attempting to log in, locate the box at the top of the screen displaying your email address. Click the box, then select the business.
• 2-Factor Authentication: 2-Factor Authentication (2FA) must be enabled to process refunds. If you log in and do not see the three dots on the right side of a transaction or the Refund option, this indicates that 2FA has not been set up.
• Searching by Card: In the search filters, use the Account field to enter the last four digits of the credit card.

Step 1: Logging into Your Account

1. Navigate to the Datacap system login page and enter your credentials.
2. After logging in, you will be directed to the Transaction Overview page, where you can see a summary of card transactions.

Step 2: Accessing the Transaction Menu

1. Locate the left-side menu on the screen.
2. Click on the "Transactions" tab to reveal additional options.
3. You will see three sub-options: 
   - Transaction Details
   - Batches
   - Virtual Terminal
4. Select "Transaction Details" to proceed.
    

Step 3: Searching for a Transaction

1. The Transaction Details page will display recent transactions.

2. To find a specific transaction, use the date filter at the top and select a time range, then click the "Apply Filters" button. 

   

3. For more refined searches, click on "Advanced Search", where you can filter by:
   - Merchant ID (MID)
   - Transaction Amount
   - Brand (Visa, MasterCard, etc.)
   - Transaction Code
   - Reference Number
   - Status (Approved, Declined, etc.) 
   - Invoice or Batch Number

   

Step 4: Selecting the Transaction for Refund

1. Once the transaction list populates, locate the transaction you wish to refund.
2. Click on the three-dot menu next to the transaction entry.
3. A dropdown menu will appear with multiple options.

4. Select "Return" to initiate the refund process.

   

Step 5: Confirming the Refund

1. A Modify Single Transaction window will appear.
2. Confirm the transaction details, including the invoice number and amount.

3. Click "Return" to process the refund. From here, you will see a box that says "total amount to be returned" If you want to return the whole amount, you will need to click up on the arrows to the full amount or type in the full amount. If you want to process a partial refund, enter the amount you want to return back to the customer the same way. A void will return the entire transaction on the same day it was authenticated, but will only return the entire amount. If you need to return a partial on a same day transaction, you will need to treat it as a return.

   

4. A confirmation message will appear indicating that the refund has been successfully submitted.

   

Additional Notes:

• Refunds may take a few business days to reflect on the customer's account.
• The Download CSV option on the Transaction Details page allows you to export transaction records for further review.

For information on how to Flag a Refund in Analytics for reporting, click HERE.