Webinar Recap: Highlights from 'Refunds & Voids with Gingr'

Mistakes happen. Plans change. That's why it's crucial for pet-care businesses to have systems in place for reconciling financial adjustments. If you’ve ever found yourself staring at an invoice in Gingr, wondering whether to refund, void, or use store credit, we’ve got you covered. Our most recent webinar broke down the essentials of managing financial transactions in Gingr with confidence and accuracy.

Whether cleaning up reporting, handling a customer refund, or fixing a mistake, this session was packed with insights to make every dollar (and invoice) count.

Understanding Refund Types in Gingr

There are three main refund and correction options in Gingr, each with a distinct purpose:

Line Item Refund

Used when you want to refund a specific product or service (like a retail item or add-on service). This method closes the invoice and removes the item entirely. Bonus: You can even return items to inventory with this method.

Payment Only Refund

Refunds just the payment but keeps the invoice open. Use this when a client paid, but the item or service is still technically on the books, like refunding part of a deposit.

Voiding

Need to remove a charge altogether, as if it never happened? Voiding deletes the invoice and all associated records. Use this for errors, not customer refunds

Refund Workflows in Gingr

Now that you know there are three refund options in Gingr, how do these function in your daily operations?

Let's take a closer look at some scenarios:

• Refunding a Retail Item: Go to the item charges section of the invoice. Select the item, choose “Refund,” select the refund method, and process the refund. The system also allows you to refund taxes.
• Refunding Store Credit: If store credit was purchased and needs to be refunded, handle it from the item charges section—not the payment section. Always match the original payment method.
• Partial Refunds & Discounts: If you forgot a discount, use a payment only refund and then issue an Admin Credit Comp for the difference.
• Package Passes: You can refund the purchase, but remember that the system will prorate based on what has already been used. If necessary, you’ll need to remove unused credits manually.

Refunds & Voids Reporting Options

Need to keep track of all these changes? Gingr offers two detailed reports that help you monitor financial activity, spot trends, and stay audit-ready (without the headache).

Voided Items Report

This report provides a clear view of every item voided in your system within a specified date range. Each entry includes:

• The date of the void
• The employee who performed it
• The item description
• The void reason
• The original price and voided amount
• The ID of the associated invoice

Whether doing monthly reconciliations or troubleshooting a specific transaction, this report is your go-to for identifying patterns and ensuring voids are handled correctly. Bonus: you can export it to Excel for easier sharing and filtering.

Refund Reasons Report

Want to know why refunds are happening at your facility? The Refund Reasons Report breaks it down with:

• Summary totals for each refund reason
• Detailed line-item breakdowns by user, date, and service/item refunded
• The invoice and pet parent profile

This report is perfect for identifying trends, such as whether certain services are more likely to be refunded or if a specific employee processes more refunds than others. Use it to fine-tune your policies, staff training, and service quality.

Additional Resources

Want to explore more? Here are the official support articles that dive deeper into each feature discussed:

• Refunds and Returns (Topic Outline)
• Void Items or Invoices (Topic Outline)
• Refund & Void Options (Reference)
• Edit a Payment (How-To)

Thanks again to everyone who joined us! For announcements about upcoming webinars, be sure to check your inbox and the Gingr blog.

Missed the webinar? Watch the full recording here.