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theres a simple yet important difference between using void and refund and Ill tell you what it is right now so when should you void and when should you refund the answer is pretty simple and its actually very easy to remember but before we get to it remember that every time a sale occurs theres two things that happen that play into whether you should void a refund number one is that the card is authorized when a card is swiped dipped or key entered at the point of sale an authorization is sent out to the issuing bank and the transaction is either approved or declined assuming that its authorized the transaction then remains in the terminal the point-of-sale system or the payment gateway until the batch is closed which should be on a daily basis and thats the second step its the closure of the batch which just means that the transactions are sent out through the processing networks to complete the transaction cycle this is also known as settlement or batching and is the process