Refund Process for Payment Plans

This article will show you the  process for payment plans. You will need to refund the most recent payment first and then work your way back from there.

Important Note:

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

Instructions

1. Log in to Recreation Management

2. Search for and select the correct user account within the Accounts tab  

3. Click Voids, Transfers, & Refunds under Account Actions

4. Click the History icon next to your payment plan

5. Scroll to your most recent payment and click the Refund button

6. Review the information

   • Receipt: Select the link to view the transaction receipt

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

   • Payment Type: Select the payment type to 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.)

     • Cancel Payment Plan Balance: To cancel future payments within a payment plan, check this box. If the box is not checked, the next installment with still be processed.

   • Balance Reduction: Indicate any amounts and adjustments

   • Refund Amount: Indicate the amount to be refunded

   • Admin (administration) 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 General Ledger (GL) account.

   • Refund Reason/Note: Enter a comment or reason

     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.

7. Click Continue button

8. If you selected Remove from Roster, select OK on the pop-up

9. Click the Submit button

10. View the receipt; click the X in the top right to exit
    

11. Navigate to the top refund (Purchase) and click Refund

12. Repeat steps 5-8

13. View the refund receipt