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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Refund for an Activity

  • Updated:

Staff members will sometimes need to issue a refund or add a credit to a person's account. The following outlines the basic steps to issue a Transaction Refund/Credit (Whole or Partial).

  

 

Important Notes

  • Refunds cannot be issued until the next business day for refunds on transactions where the original transaction had the credit card processed online.
  • Credit card transactions do not "settle" until midnight on the day of the transaction, so they cannot charge until the next day.
  • The only option on the same day of a credit card transaction is to void the transaction entirely. This will prevent the charge from hitting the person's credit card.
  • Credit Card Transactions that use a PIN number can not be refunded.

 

Instructions

  1. Search for and select a user account
    search and select user
  2. Select the Voids, Refunds, & Transfers tab
    voids refunds transfers
  3. Navigate to the Activities tab
    activities
  4. Select the item(s) you wish to refund
    select reservation item
  5. Click the Refund Selected Items button
    refund selected items
  6. Fill in the Refund fields
    refund options
    • Receipt #: Select the link to view the transaction receipt
    • Customer: The user who made the reservation will be linked
    • Payment Type: Method for issuing the refund
    • Item: Select the items to include in the refund
      • Remove From Roster: If you want to remove the person from the activity while issuing the credit, ensure that this box is selected. If you leave that box unchecked, the refund/credit will be issued, but the person will be left on the roster. (Facility rentals can be left intact in this same way.)
        remove from roster
    • Balance Reduction: Indicate any amounts and adjustments
    • Refund Amount: Indicate the refund payment type
    • Admin Fee: Apply an administration fee, if applicable
      • Balance Due: Enter the fee amount
      • Note: There is a $0.00 default amount. Enter the desired amount so that it can go to the correct GL account.
    • Refund Reason/Note: Add a comment to indicate the reason for the Refund/Credit (optional)
    • Note: Issuing a refund back to a credit card is not possible on the same day as the original transaction. Additionally, it is important to note that most merchants will only allow for credit card refunds prior to 120 days.
  7. Select Continue
    continue
  8. If you selected Remove from Roster, select OK on the pop-up
    ok remove roster
  9. Review the Refund Confirmation page and click Submit
    submit refund button

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