Billing Credit Card Chargeback Fees to Customers

EPASS Support

09-Mar-2026

This procedure explains how to bill a credit card chargeback fee to a customer after a chargeback has been processed. This applies only to charging the fee to the customer; reversal of the original payment is covered in a separate procedure.

Scope

This article applies to all credit card chargebacks where the chargeback fee is passed on to the customer and recorded in EPASS.

Procedure

Step 1: Confirm the Chargeback Fee

1. Review the chargeback notice from Merchant Track.

2. Confirm the chargeback fee amount to be billed to the customer.

Step 2: Create the Chargeback Fee in AR in EPASS.

1. Navigate to AR → Add AR Transaction → Adjustment.

2. Enter the following:

   • Customer: Select the appropriate customer

   • Amount: Enter the chargeback fee amount

   • Invoice #: Enter the Original Invoice # where the payment was chargedback

   • G/L Account: Chargeback Fee Income / Miscellaneous Income

   • Date: Chargeback posting date

   • Description / Note: Credit card chargeback fee

3. Click OK to save the transaction.

Step 3: What Happens After Posting

• After the chargeback fee is posted, it appears as a separate AR transaction linked to the original invoice.

• The chargeback fee increases the customer balance accordingly.

• The fee is posted to the correct GL account for tracking purposes.