Getting Started
Step 1: Access the Merchant Dashboard
Navigate to the Merchant Dashboard and log in with your merchant credentials:
Enter your Email address
Click Continue
You may be asked to use a passkey, enter your password, or be sent a 6-digit code to login
Quick Tip: Bookmark dashboard.prahsys.com for quick access to your payment management tools.
Step 2: Dashboard Overview
After logging in, you'll see the Merchant Dashboard home page displaying:
Total Processed Amount: Your payment volume
Average Payment Size: Typical transaction amount
Customers: Number of unique customers
Total Transactions: Number of processed payments
Payment trends graph: Visual representation of payment activity
Recent transactions: Quick view of latest activity
Finding and Refunding Transactions
Step 3: Navigate to Payments
To access your transaction list, you have two options:
Click Payments in the left sidebar navigation
Click Payments in the top tab bar
Both options will take you to the same payments list.
Step 4: Locate the Transaction
The Payments page displays all your transactions with the following information:
Amount: Transaction value
Description: Service or product description
Status: Current transaction state (Authorized, Refunded, Partially Refunded, etc.)
Created: Date and time of transaction
Updated: Last modification date
Use the Filter option or scroll through the list to find the specific transaction you need to refund.
Search Tip: You can use the filter to search by amount, description, or date range to quickly find specific transactions.
Step 5: View Transaction Details
Click on any transaction in the list to open the detailed view sidebar. This displays:
Payment amount and description at the top
Summary section with status, date, time, and payment ID
Billing information including card details
Customer information with name, email, and phone
Transaction history showing all related activities
Understanding Transaction Statuses
Understanding Transaction Statuses
Authorized: Payment approved but not yet captured
Captured: Payment successfully processed
Partially Refunded: Some amount has been returned to customer
Refunded: Full amount returned to customer
Failed: Transaction was unsuccessful
Step 6: Initiate the Refund
Scroll to the bottom of the transaction details sidebar to find the refund options:
Transaction History Section: This shows all activities related to the transaction, including:
Original payment
Any previous refunds (partial or full)
Click the blue Refund button at the bottom of the sidebar to proceed.
Important Note: The transaction history shows all previous refunds. In this example, a $39.99 transaction already has two partial refunds ($20.00 and $10.00), leaving only $9.99 available for refund.
Step 7: Complete the Refund
The Refund Payment window will appear with:
Maximum refundable amount automatically populated
An input field to adjust the refund amount if needed
Cancel and Refund buttons
To process the refund:
Verify the refund amount (it shows the maximum available by default)
Adjust the amount if you want to issue a partial refund
Click the blue Refund button to process
Click Cancel if you need to abort the refund
Refund Processing:
Refunds typically appear on the customer's statement within 5-10 business days
The refund amount cannot exceed the remaining balance after previous refunds
All refunds are final once processed
Best Practices
Before Processing a Refund:
Verify the customer's refund request
Check if any partial refunds have already been issued
Confirm the refund amount with your refund policy
Document the reason for the refund in your records
After Processing:
Notify the customer that the refund has been initiated
Provide the expected timeline for funds to appear
Update your internal records
Keep the payment ID for reference
Need Help? If you encounter any issues processing refunds or have questions about your merchant account, contact Prahsys Support at [email protected] or call 1 (833) 222-6834.