Issuing a Refund

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    Duncan McCreery

    Hi Teresa,

    Clicking the Refund button in MemberClicks will issue a refund through your configured payment processor, so there is no need to log into your merchant terminal to issue a refund.

    How you clear the balance will depend on why the refund was issued.  In the example above, if you are refunding $25.00 because the user decided they didn't want to buy a $25.00 item, you would edit the receipt and remove that selection to balance the receipt.  If you are issuing a refund for a reason that doesn't relate to pricing on the forms, you should apply a form credit to balance the receipt and leave a comment for why the receipt was issued, if you need to.

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    Linda Campitelli Pasley

    Hi Duncan,

    How do I give a form credit in order to clear the balance on a dues renewal form?  I have issued a credit card refund because the member paid two times on two different dates?  Linda Pasley, The Corinthians

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    CJ Jordan

    Hey Linda,

    To issue a form credit for the total dues amount, as in the case of a duplicate submission, you must access the duplicate form receipt and edit the pricing fields to unselect the dues amount. This will add a form credit for the amount that was previously selected. After you have zeroed out the form, you may choose to delete it since it is a duplicate submission.

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    Marlene Braithwaite

    How do I provision the Refund  processing to non-Admin user?

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    Gregory Foreman

    Hi Marlene - You can check out this article on giving non-admins access to manage your forms/payment information.

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    Janee Connor

    I'm not seeing the Refund icon on the receipts - our treasurer was able to process one, but can't do two others because there appears to be no way to do it.

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    Janee Connor

    Looking more closely at the note above, about time limits for the processors, is it likely that the receipts we're trying to issue refunds against are beyond the time limit? They are on the early pages of the receipts list, and we started taking registrations on this form July 1. If that is the case, how do we issue refunds to these members now?

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    Gregory Foreman

    Janee - If you do not have the refund option for a receipt, you'll probably need to issue a check to the member.  You can then manually mark the receipt as refunded by adding a payment record.

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    Christine Leamons

    I have a situation where the original payment came in by check, but now needs to be refunded.  How do I record that refund so as to no longer see an outstanding amount owed to the member?

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    Gregory Foreman

    Christine - You could go into the receipt and add an "applied debit" of the check amount (under "add a payment record", towards the top right).  You can notate when adding the debit that it is a refund.  When it's finished, the balance will show as owed, in red text.

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    Betty Schulz

    A member made a mistake on a form (registered himself twice) and called me immediately to let me know. He's paying by credit card. I have already gone into his form receipt, taken the duplicate registration off, and saved the receipt. Do I click on the chasing arrow-dollar sign symbol now, or do I wait until tomorrow when the original credit card transaction is settled? Additionally, do I need to go into my payment processor gateway to do anything, either now or after settlement?

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    Kinsey Mahan

    Betty - Go ahead and click on the dollar sign symbol to issue a refund now. You won't need to go in and make a change on the payment processing side as long as the refund you process today goes through appropriately (as long as you don't receive any type of error message, if the receipt balances, the refund has been issued).

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    Betty Schulz

    Thanks, Kinsey! It looks like it worked perfectly.

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    Karina Mikhli

    Is there a way to undo a refund if one was given by mistake, or does the member have to redo the transaction? Thanks.

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    Chris Byess

    Hi Karina,

    Though the refunds are triggered within a receipt, they are actually processed by the payment processor that was in use on the form the receipt is attached too. If you want to reverse a refund, then you will need to contact that payment processor to see if it is possible. They should then be able to give you the details! 

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    Joyce Elkins

    I was able to follow this and issue a refund, but the comment section was absent, so there wasn't a way to make a notation regarding the specifics of the refund. How do I post a comment of explanation?

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    Chris Byess

    Hi Joyce,

    To further investigate your situation, I am going to create a ticket for you. You should hear from me shortly!

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    Jan Chapman (Edited )

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