Refund a Reservation

This article will show you how to refund a reservation via the transaction browser on a user's account. When refunding a reservation, you can choose to remove the item from the calendar or issue a refund but keep the item on the calendar.

Important Note:

Credit Card Transactions that use a PIN can not be refunded.

Instructions

1. Search for and select a user account

2. Select the Voids, Refunds, & Transfers tab

3. Navigate to the Reservations tab

   Note: In the left-hand filter bar, you may need to change the Reservation From/To dates just in case the facility was reserved more than 2 months ahead.

4. Select the reservation items you want to refund and then click the Refund Selected Items button

   

5. Review and modify the refund fields as needed

   • Receipt #: Select the link to view the transaction receipt

   • Customer: The user who made the reservation will be linked

   • Payment Type: Method you wish to use to issue the refund

   • Item: Select the items to include in the refund

     • Remove From Calendar: 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 calendar. (Facility rentals can be left intact in this same way.)

   • Balance Reduction: Indicate any amounts and adjustments

   • Refund Amount: Indicate the amount to be refunded

   • Admin Fee: Select an admin 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: You cannot issue a refund back to a credit card 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.

6. Select the Continue button

7. If you selected Remove from Calendar, select OK on the pop-up

8. Review the Refund Confirmation and select the Submit button

9. The Refund Successful screen will display the Receipt and print options  

   • Email Receipt: Email the receipt to a user

   • Print Receipt: Print the receipt on regular paper

   • Thermal Receipt: Print the receipt on receipt paper