When issuing a refund in SpexMan, you will see two options at the bottom of the refund window. Choose the one that matches how you are giving the money back to the patient.
🔵 Refund (Offline)
Choose this when YOU are handling the refund yourself. SpexMan records it, but no money moves automatically. You take care of returning the funds.
Use this when giving money back by: Cash, Check, Manually through the card terminal, or through the CardPointe website.
When Refund (Offline) is selected, the Refund Money button will show as "Not Refund Money" and will be disabled.
💳 Refund Money (back to original form of payment)
Choose this when SpexMan should send the refund back to the customer’s card automatically — no extra steps needed on your end.
Use this when: The patient paid by credit or debit card and you want the refund sent back to their card automatically.
When Refund Money is selected, the offline button will show as "Online Refund" and will be disabled.
💜 No card needed. The refund goes back to the original form of payment automatically. The customer does not need to have their card present — SpexMan sends it back to the same card that was used for the original transaction.
ℹ️ You can only pick one at a time. The buttons switch states automatically when you toggle between them.
Not sure which to pick?
How are you refunding the patient? | Select this |
Giving cash back | Refund (Offline) |
Writing a check | Refund (Offline) |
Running the refund manually on the terminal or CardPointe website | Refund (Offline) |
Sending it back to their credit or debit card automatically | Refund Money |
Step by step
- Open the patient's order and click Refund.
- Enter the Return Qty for each item being returned.
- Select a Reason for return and Requested action.
- Add any Staff notes for internal recordkeeping.
- Confirm the Amount to refund and enter a Restocking Fee if applicable.
- Select the appropriate option — Refund (Offline) or Refund Money — based on how the patient will receive their refund.
- Click Refund to finalize.
⚠️ Heads up: If you choose Refund Money, the refund is sent to the patient's card the moment you click Refund. Double-check the amount first. It typically shows up on their statement within 3–5 business days.
