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Refund Payments Made via Online Payment Links (Stripe Integration)

Overview​

This section explains the procedure for processing refunds from DEXTRE for "payments made via invoice online payment URLs" accepted on DEXTRE.

Purpose​

The main purpose is to manage refunds for billing accepted via Stripe-integrated online payment links through a consistent process that includes approval flows, notifications, and status updates, thereby ensuring internal control and compliance.
By controlling the Refundable Amount and clarifying refund types, we prevent excessive refunds and input errors, allowing anyone to process refunds using the same standard procedure.

Feature Description​

Target Payments​

The target is "payment via invoice online payment URL".

To accept "payment via invoice online payment URL", the "Stripe Credit Card Payment Add-on (Paid Feature)" must be enabled.
However, refunds can be executed even after the add-on contract is canceled.

Refund Amount Rules​

The Refund Amount is mandatory, and you can choose between full refund and partial refund.

  • You cannot enter an amount exceeding the Refundable Amount.
  • Refund Amount is the field to enter the "amount to be refunded". It is not for entering the billing balance after the refund.

Behavior After Refund​

After the refund is executed, a "notification email stating that a refund has been made" is automatically sent to the buyer.

If the refund is successful, the status of the Online Payment Link in the Billing Invoice Detail and Billing Invoices list will be updated.

  • On successful full refund: Online Payment Link Status changes to REFUNDED.
  • On successful partial refund: Online Payment Link Status changes to PARTIALLY REFUNDED.

You can check the Online Payment Transaction History on the Payment Transaction tab of the Billing Invoice Detail screen.

Instructions​

Go to the Refund Screen​

  1. Click Transactions menu > Billing Management.
    You will be redirected to the "Billing Management" page.
  2. Click the Billing Invoices tab.
    *It is open by default.
  3. Search for the billing invoice to refund
    You can search for the target billing invoice using various items.
  4. Click the Details button for the target billing invoice.
    You will be redirected to the "Billing Invoice Detail" page.

Execute Refund​

  1. After confirming the displayed "Bill to" and "Billing Amount", click the Refund button.
    The "Refund Billing Amount" modal will appear.

  2. Confirm the "Billing Invoice No." and "Refundable Amount", and enter the Refund Amount.
    "Full refund" and "Partial refund" are possible.
    *You cannot enter an amount exceeding the Refundable Amount.

    warning

    Be careful not to mistakenly enter the billing amount after the refund.
    Please enter the "amount to be refunded" in the Refund Amount.

    (Example)
    Original Billing Amount: 110,000 JPY
    Amount to refund: 22,000 JPY

    Enter 22000 in the Refund Amount.
    Be careful not to enter 88000.

  3. Confirm that there are no errors in the Refund Amount entry and click the Refund button.
    The refund for the payment via Online Payment will be executed.

    When the refund process is successful, the "Online Payment Link Status" will be updated.

    • Full refund: Status changes to "REFUNDED"
    • Partial refund: Status changes to "PARTIALLY REFUNDED"

How to Check Transaction History​

You can also check the transaction history of Online Payment on the "Billing Invoice Detail" page.

  1. Click Transactions menu > Billing Management.
    You will be redirected to the "Billing Management" page.
  2. Click the Billing Invoices tab.
    *It is open by default.
  3. Search for billing invoices
    You can search for the target billing invoice using various items.
  4. Click the Detail button for the target billing invoice.
    You will be redirected to the "Billing Invoice Detail" page.
  5. Click the Payment Transaction tab.
  6. You can check the Online Payment Transaction History.

Important Notes​

Target is only refunds for "Payment via Invoice Online Payment URL"​

This procedure can only process refunds for payments made via "Invoice Online Payment Links" through the Stripe integration feature.
Refund processing (cancellation of reconciliation and refund management) for billing invoices paid by other methods such as "Stripe Credit Card Payment" at the time of order or "Bank Transfer" is out of the scope of this feature.

*Even after canceling the "Stripe Credit Card Payment Add-on", if the transaction was settled during the add-on validity period in the past, you can execute a refund from this screen.

About Entry of Refund Amount​

Please enter the "amount to be returned to the buyer this time" in the Refund Amount entry field.
Be careful not to enter the "billing amount that should remain as a result of the refund".

[Input Example: When you want to refund 22,000 JPY out of a Billing Amount of 110,000 JPY]

Correct Input: 22000 (Enter the amount you want to refund)
Incorrect Input: 88000 (If you enter the remaining balance after deduction, 88,000 JPY will be refunded)

Cannot Enter Amount Exceeding Refundable Amount​

Due to system control, you cannot enter a value exceeding the current Refundable Amount(initial payment amount or remaining payment amount).
This prevents excessive refunds where an amount greater than the total payment amount is refunded by mistake.

Detailed Confirmation Before Execution​

When you click the refund button, the process is executed immediately, and a "refund notification email" is automatically sent to the buyer.
To prevent sending a refund notification with an incorrect amount, please be sure to check the following points before execution.

  • Target Confirmation: Is there any mistake in the Billing Invoice No. and Buyer Name (Company Name)?
  • Amount Confirmation: Is the entered amount the "amount you want to refund"?
  • Classification Confirmation: Is it "Full refund" or "Partial refund", and is the process as intended?