What is a refund
Refunding a payment means undoing a direct debit (automatic withdrawal), for example, the monthly charge for a subscription.
You can read more about what a direct debit is and how to use it in this article.
How the payment status update between Simplicate and the accounting package works
The integration between Simplicate and the accounting system checks whether an invoice is still listed as an open item in the accounting package. If it is, the integration recognizes this and marks the invoice in Simplicate as an 'open invoice'.
The invoice is marked as paid in Simplicate once the entry has been removed from the list of open items in the accounting package. This usually happens when a payment has been received. That payment is matched to the outstanding item in the accounting system, removing it from the open items list. The integration with Simplicate picks this up and signals to Simplicate that the invoice has been paid.
Note: there is a 1-day delay in this. This delay is due to the fact that the payment status update from the accounting package is only sent to Simplicate once per night.
Reversal period in Simplicate
By law, there is a reversal period of 56 days. This means that if no changes have occurred to the open items list in the accounting system within 56 days, the payment status in Simplicate will no longer be updated.
This means that if a reversal happens after 56 days following the matching of the payment, that change will not be sent to Simplicate. If it happens on day 55, the payment in Simplicate will still be undone.
Example
A customer reverses a payment on day 57. The customer has therefore reversed the payment too late. The integration between Simplicate and the accounting system will then no longer update the payment status based on the open items list.
You can now only update the payment status manually in Simplicate by removing the payment from the invoice. If a new payment comes in later via the accounting system, you’ll need to process it manually in Simplicate as well.