Adjust Transactions in Lighthouse Transaction Manager

Description: Review how to adjust transactions in Lighthouse Transaction Manager (LTM) below. This guide presents some of the available transaction adjustment options

Note: If you cannot perform the required function, you will need to speak to your user issuer or Account Administrator about adding this privilege to your user credentials. 

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You may need to adjust a transaction that has already been settled or perhaps an unbatched transaction from the current business day. To adjust a transaction, you would determine the type of adjustment needed.  

Examples include:

• A refund is applied to a settled transaction.

• A transaction that was voided by mistake.

• Inclusion of a tip to an unbatched transaction.

• Tip was not included with the original transaction.

WARNING: Transactions that are adjusted, voided, or processed in LTM directly do not report back to the interface system that processed the original authorization or sale request. This means there could be a discrepancy between the system reports if changes are made directly as the interface reporting is bypassed.

You need to note adjustments made in your reporting documentation for the batch settlement. If an adjustment that reports in both systems is needed, speak to your interface provider as to how to perform this adjustment in your software.

• Refund a Transaction
• Clone a Transaction (Duplicating or Reprocessing a Transaction)
• Adjust Transaction Details
• Add / Correct a Tip
• Void a Transaction
• Change Transaction Business Date
• Quick and Advanced Search

Adjust Transaction Details

To adjust a transaction prior to the settlement, you need to determine what type of adjustment is needed. Anything not relating to requesting additional funds from the guest should use the option Offline Edit. This allows you to perform the following:

1. Lower the Primary Amount.
2. Edit Customer Name.
3. Convert from an "Authorization Only" to "Sale" (or vice versa) with the amount that originally received the authorization.

Anything relating to the requesting of additional funds from the guest should use the option Online Edit. This allows you to perform the following:

1. Increase the Primary Amount.
2. Add or edit the Secondary Amount/Tip Amount.
3. Convert from an "Authorization Only" to "Sale" (or vice versa) with the higher amount entered.

To perform any of the above options:

1. Log in to your LTM User Account.
2. Navigate to the Transactions tab.
3. Select Current Transactions.
4. Use the Search box on this page to search for the transaction invoice number or the card's last four digits. (*XXXX).
   
5. Click on the invoice once located to edit it.
6. At the top right select Edit, then select Online or Offline Edit, depending on the type of edit that is needed.
   
7. Adjust the required fields as needed based on what you need to do with the customer.
   Note: If changing an Authorization into a Sale, deselect the checkbox Auth Only.
8. Now select any of the Submit buttons on the page. You will be provided with an updated Sales Draft that can be printed if needed.
     

Add / Correct a Tip

Note: The following section can be followed if the transaction has not been settled/batched.  If the transaction has already been batched, refer to Clone a Transaction.

1. Log in to your LTM User Account.
2. Navigate to the Transactions tab.
3. Select Current Transactions
4. Use the Search box on this page to search for the transaction invoice number or the card's last four digits. (*XXXX).
   Note: Searching by the card's last four digits (*XXXX) or the invoice number are most common.     
5. Open the transaction to view details by clicking the corresponding hyperlinked invoice number.

Select which of these scenarios apply for this transaction adjustment:

• Increase Tip / Online Edit
• Decrease Tip / Offline Edit

Increase Tip / Online Edit

1. Select Online Edit from the Edit menu.
2. Enter the gratuity to be applied in the "Tip Amount" field, then press tab, or click anywhere outside of this field. The Total Amount will update to add the Primary Amount and the Tip Amount together.
3. After entering desired optional information, select any of the Submit buttons on the page. You will be provided with an updated Sales Draft that can be printed if needed.   

Decrease Tip / Offline Edit

1. Select Offline Edit from the Edit menu.
2. Enter the correct gratuity (for example $40.00 instead of $400.00) to be applied in the "Tip Amount" field, then press tab, or click anywhere outside of this field. The Total Amount will update to add the Primary Amount and the Tip Amount together.
3. After entering desired optional information, select any of the Submit buttons on the page. You will be provided with an updated Sales Draft that can be printed if needed.   

Change Transaction Business Date

1. Log in to LTM.
2. Navigate to the Transactions tab.
3. Select Current Transactions.
4. Use the Search box on this page to search for the transaction invoice number or the card's last four digits. (*XXXX).
5. Click on the invoice link to edit the transaction.
6. In the Basic Transaction Information section, locate the Business Date field and click the notepad icon.
7. Set the desired business date by selecting a date on the calendar that pops up and select Apply.
8. After selecting Apply, a confirmation should appear.