Transactions and Refunds

Every payment taken through Qik is recorded as a transaction. This article explains how to find and read transactions, how to match them up with your Stripe account, and how to refund all or part of a payment from the dashboard.

Where to find transactions

Open Payments in the dashboard sidebar and click View all transactions. The list works like any other list page: you can search, sort, filter by date range, add columns and export. See The List Page and Using the Filter Builder.

Each transaction also shows the form submission it paid for, so you can move from a payment to the registration behind it.

The Payments area only appears when payments are enabled for your organisation and you have permission to see transactions. If it's missing, ask whoever manages your Qik account, or contact support.

Transaction statuses

A Test payment badge marks payments made in test mode with your Stripe test keys. No real money moved for these. See Connecting Stripe.

Reading a transaction

Click a transaction to open its summary:

• Amount and status — what the payment is worth after any refunds (with the original amount shown beside it when part has been refunded), the status, and the date.
• Payment failed — for failed payments, the reason Stripe gave (for example a card decline) and its decline code.
• Refunds — how much has been refunded, how much can still be refunded, and each refund with its date and note.
• Paid by — the person's profile (once their submission is saved) and their email address. User shows the login that made the payment, if any.
• Paid for — the form submission the payment belongs to, and the form's name.
• Gateway — which payment gateway took the payment, and whether it was Live or Sandbox.
• Note — refund reasons and resync notes, each dated, added over time.
• Technical details — Stripe's reference numbers (Payment intent, Charge, Payment method, Customer) with copy buttons, plus the gateway's status. Use these when searching in Stripe or talking to Stripe support.

Payment records can't be edited. Changes happen only through a refund or a resync.

Reconciling with Stripe

Each payment can be matched between the two systems in several ways:

• From Qik to Stripe: copy the Payment intent or Charge ID from the transaction's Technical details and paste it into the Stripe Dashboard search.
• From Stripe to Qik: each Stripe payment carries metadata with Qik's transaction ID, the form and its title, the payer's name and email, and the submission and profile IDs. The Stripe description is the submission title followed by the payer's name.
• By person: Stripe customers are matched on the payer's email address, so all of a person's payments group under one Stripe customer.

For a period report, filter the transaction list by date and status, add the Amount, Effective Amount (the amount after refunds), Refunded Amount, Currency and Mode columns, and export. Leave out test (sandbox) payments when you compare totals with your Stripe live balance. See Exporting Data.

Resync from Stripe

Stripe is the source of truth for every payment. If something changed in Stripe directly — most commonly a refund made from the Stripe Dashboard — open the transaction and click Resync from Stripe on the Gateway line. Qik then:

• updates the status (Paid, Partially refunded, Refunded or Failed) to match Stripe,
• updates the refunded amount,
• creates a refund record, marked Refunded directly in Stripe, for each refund Qik was missing, and
• adds a dated note describing what changed.

If nothing differs, you'll see "Already matches Stripe, nothing changed". Running a resync again is always safe. Resync is available on Stripe payments, not on refund records. To check a refund, resync the original payment.

Refunding a payment

You can refund a Stripe payment in full or in part, and do it more than once until the whole amount has been returned.

1. Open the transaction and click Refund in the Refunds section. Or select the transaction in the list and choose Refund Transaction from the Actions menu.
2. Enter the Amount to refund. It starts at the full amount still refundable. The minimum is 1.00 and the maximum is whatever hasn't been refunded yet.
3. Enter a Reason for refund (required), for example "Workshop cancelled — full refund". This note is saved on the refund record and on the original payment, and is sent to Stripe.
4. Optionally pick a Stripe reason: Charged twice, Requested by the payer or Fraudulent. Stripe uses this for its own reporting.
5. Confirm. Qik refunds the amount through Stripe, creates a linked refund record, and updates the original payment to Partially refunded or Refunded.

Only refund Stripe payments that are Paid or Partially refunded and still have at least 1.00 left to refund. The Refund button in the transaction view only appears on those payments. Refund records, failed payments and pending payments have nothing to refund.

What a refund doesn't do

A refund only moves money. It doesn't delete or change the form submission, cancel any tickets the submission issued, or end a purchase. If the person shouldn't attend or keep access any more, deal with that separately. For example, delete their tickets (see Event Tickets) or cancel their purchase (see Products and Purchases).

Permissions

• To see transactions, staff need Transaction view permissions in the scopes the transactions belong to. Payments are filed in the scopes of the payment gateway that took them.
• To refund or resync a transaction, staff need permission to edit that transaction. Give refund rights only to people who handle money. See Roles and Permissions.

Tips

• Always write a clear refund reason. It's the audit trail your finance team will rely on later.
• Amounts are stored in the currency's smallest unit (for example cents), so an exported amount of 2500 means 25.00.
• If a person says they were charged but you can't find the payment, filter the transaction list on Email Address and look for a Failed or Pending record. The Payment failed panel usually explains what happened.

FAQs