Payment Adjustments

The Payment Adjustments feature allows administrators to process financial refunds, release inventory, and reverse processed transactions for permits, lockers, and violations. Its primary purpose is to correct billing errors or process user cancellations while ensuring accurate financial tracking and inventory management within the system. This article is intended for OPS-COM administrators.

Setup and Configuration

There is no specific system configuration required to access the adjustment and refund tools. Processing payment adjustments is a standard administrative function available to users with the appropriate financial reporting, inventory management, and refund processing permissions enabled on their account profile.

Using this Feature

Administrators can process refunds and release associated inventory directly from a user's transaction history. The process varies slightly depending on the type of item being adjusted.

Releasing a Permit.

Permit

Releasing a permit removes it from the user's account and makes it available in the system inventory, but it does not automatically issue a financial refund.

1. If you

   Navigate knowto the specific user's dashboard.

2. Click the specific permit number located under the parking section.

3. Click the permit number performagain a permit search. If you do not knowfrom the permit number,details goscreen to open the userpermit profilesearch forview.

   whom
you
4. wish

   Enter a descriptive reason in the Comment field to releasetrack why the permit is being released.

5. Click the Release this permit button. The permit will immediately appear as available in the system inventory.

Refunding a permit.
ClickViolation

Refunding a violation payment reverses the financial transaction and reinstates the fine on the permituser's number on the user dashboard.

account.

From the permit detail click on the permit number

You will be taken to permit search where you can released the permit

It is advisable to leave a comment in order to track the reason the permit was released. Click release this permit.

A pop up window will appear. Click OK to confirm the release of the permit.

A confirmation message will app[ear.

Now when you search the permit it will appear as available.

Refunding a Violation

1. Once a user has paid a violation it can be refunded and placed back in awaiting payment status.
2. Go

   Navigate to the user's history and search forlocate the violationpaid youviolation.

   wish

3. Click the Processed link next to refund. Click on the work Processeditem to access the transaction details.
   

   

   
   
   

4. Click the Refund button.

5. Enter a descriptive reason in the Comment field on the Refund button to begin the process of refunding the violation
   

   

   
   
   
6. A Refund paymentPayment Record window will open. It is advisable to enter a comment as to the reason the refund is being given. 
   
   

   

   
   
7. Click on OK in the resulting pop up confirmation screen to complete the process.
   
   

   

   
   
8. The adjustment Information window will appear. Click on Process This Adjustment.
   

   

   
   
   
9. The transaction screen will refresh indicating "The associated transaction was dropped or refunded; any refund details will appear below."
   Notice the refund appears as an adjustment in the transaction record.
   

   window.

10. If you were to look at

    Click the user'sRefund historyPayment youRecord willbutton.

    see

11. Click the violationProcess isThis backAdjustment tobutton requiringon athe payment.
    
    Adjustment

    Information screen.

Adjusting Violations to $0: Do not attempt to adjust a violation fine directly to $0 using the payment adjustment tool. If a violation fine needs to be removed or zeroed out, administrators should use the designated warning or appeal workflows to waive the fee properly.

• Key Information Displayed: The transaction record will refresh and display the refund as a logged adjustment. If you return to the user's history, the violation will be placed back into an awaiting payment status.

Refunding a Locker

 or Temporary Permit

Refunding a locker or temporary permit reverses the financial transaction and automatically releases the inventory.

1. To refund

   Navigate a locker, find the locker into the user's profile history.history and locate the locker or temporary permit transaction.

2. Click on the process date link to access the transaction detail.
   
   

   details.

   
   
3. Refund

   Click the lockerRefund bybutton.

   clicking

4. Enter a descriptive reason in the refundComment button.
   
   

   field.

   
   
5. The refund payment record window will open. It is advisable to enter a comment as to why

   Click the locker is being refunded.
   Click Refund Payment Record
   
   

   button.

   
   
6. A confirmation screen will open.

   Click OK to continue.
   
   

   

   
   
7. the adjustment Information screen will open. Click on Process This Adjustment tobutton.
   complete the process.

• Status Indicators: In the user's historyhistory, the locker or temporary permit will now showsshow as released.
  
  

  

  If
  
you
• Incheck the listrespective oflot lockersor inbuilding allocation pages, the building area the lockeritem will appear as available afterinventory.
  this
process.

Processing Multi-Item Refunds

RefundingIf a Tempsingle Permit

transaction

contains
1. Buymultiple aitem Temptypes Permit
2. Pay Temp Permit
3. Refund Temp Permit
4. Temp Permit is Released

Refunding a Violation and a Permit

1. Buy Permit
2. Get Violation
3. Pay for Violation and Permit
4. Refund Payment
5. Violation needs to be paid, permit is now available

Adjusting a violation to $0

1. CAN'T BE DONE
2. Well I guess it can be done but the process is rough
3. Create a Payment with(e.g., a permit and a violation
4. Adjustpurchased together), clicking the Refund button on that transaction will process both items according to their business rules. The payment will be refunded, the permit towill coverbe released back into available inventory, and the violation aswill wellreturn asto an awaiting payment status.

   ---

   Best Practices and Considerations

   • Provide Clear Comments: Always provide detailed comments when processing refunds or releasing inventory. This ensures a clear, searchable audit trail for your finance department when they reconcile returned funds.

   • Inventory Management: Remember that refunding a physical item (like a locker or permit) automatically releases the permit

   inventory
   • Releasefor anyone to purchase. If the permituser intends to keep the item but simply needs to change their payment method, you must be prepared to reassign the item to them immediately after the refund is processed.