Account Management


 

Refund for an Activity

 

Overview

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

Important Note

  • 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.

Instructions

  1. Search and select a user
    search_and_select_user.jpg   
  2. Select the Voids, Refunds, & Transfers tab
    select_voids__refunds____transfers.jpg
  3. Navigate to the Activities tab
    navigate_to_the_activities_tab.jpg
  4. Click on the checkboxes for items you wish to refund
    select_checkboxes_of_items_to_refund.jpg
  5. Click the Refund Selected Items button
    select_refund_selected_items_to_refund_activities.jpg
  6. Fill in Refund fields
    fill_in_refund_fields_for_activity.jpg
    • Payment Type: Method for issuing the refund
    • Balance Reduction: Indicate any amounts and adjustments
    • Refund Amount: Indicate the refund payment type
    • Admin Fee: Apply an administration or cancellation fee, if applicable
    • Refund Reason/Note: Add a comment to indicate the reason for the Refund/Credit (optional)
      • Note: As mentioned above, 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.
      • Note: If you want to remove the person from the activity while issuing the credit, ensure that the checkbox that says "Remove from Activity" 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)
  7. Select Continue
    select_continue_to_refund_activity.jpg
  8. Check the Confirmation page and hit Submit
    select_submit_to_confirm_activity_refund.jpg



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