MLS 2026 allows you to issue credits directly back to a customer’s original credit card transaction through the Merchant Services system.
To issue a credit:
•go to Finance → Merchant Services
•select the
👉
Credit button
The system will display a list of workorders containing previous credit card transactions.
Selecting the Original Transaction
Locate and highlight the transaction you wish to credit.
Then select:
•Accept
MLS 2026 will prompt you for:
•the amount to credit
Credit Amount Restrictions
⚠️ Important:
You cannot issue a credit greater than:
•the original transaction amount
This restriction is enforced automatically by the merchant processor.
How the Credit Is Processed
MLS 2026 does NOT store:
•full credit card numbers
•sensitive card data
Instead, the system stores:
•merchant transaction references
•authorization identifiers
When a credit is issued:
•the transaction reference is sent securely to the merchant processor
•the processor applies the credit back against the original charge
This provides a safer and more secure process while helping maintain PCI compliance standards.
Merchant Processing Rules
Different merchant processors and card providers may have limits regarding:
•how old a transaction may be
•whether a refund is still allowed
•refund timing rules
Some processors may reject credits for:
•older transactions
•closed batches
•expired authorization windows
If this occurs, contact your merchant services provider for guidance.
Important Fraud Warning
⚠️ Be extremely cautious when issuing credits.
Refund processing is a common source of:
•fraud attempts
•employee theft
•customer scams
Never issue a refund unless you have:
•verified the original transaction
•confirmed the customer identity
•reviewed the invoice history
Recommended Safety Practices
Before issuing a credit:
•Verify the original workorder
•Confirm the transaction amount
•Check management approval policies
•Review prior refund activity
•Confirm the cardholder identity when appropriate
Accounting Integration
Approved credits automatically update:
•merchant transaction history
•workorder balances
•accounting records
•reporting totals
This ensures the refund activity is reflected properly throughout MLS 2026.
Best Practices
For the safest operation:
•Issue credits only against valid original charges
•Avoid excessive manual adjustments
•Review merchant reports regularly
•Limit refund authority to trusted staff
•Monitor unusual refund activity carefully
Recommended Companion Sections
This section works closely with:
•Merchant Services Overview
•Credit Card Processing Procedure
•Signatures and Summaries
•Merchant Services Reports
•Banking Reconciliation
•Merchant Services Troubleshooting
Together, these sections provide a complete merchant transaction and refund management workflow within MLS 2026.