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Reverse Payment - Membership (Refunds)

I.   Financial Transactions

If the membership payment was taken through the EFT process, you can refund the payment from your Financial Transactions report.

1.    Quick Reports -> Financial Transactions.

2.    Select 'CUSTOM QUERY' from the Query drop down.

3.    Enter the Last Name or Card ID of the Member.

4.    Enter the Effective Date of the transaction or enter a date range by changing the = to btwn.

5.    Select 'EFT Payment' from the Transaction Type drop down.

6.    Search.

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7.    Find the transaction you need to return and click the 'Return' link under the Actions column.

8.    If there there was more than one item taken in the transaction, you can 'uncheck' any items that should not be returned in the transaction.

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9.    When you are satisfied with the items to be returned, click the 'Submit' button.

10,  Verify the return.

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11.  Submit.

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**Note ~ If taking a partial payment, you must remember to account for the open balance you create by taking the balance due as a No Charge or Write Off Payment Type.

If the member will not be charged for these items again in the future, be sure to remove the charges from their membership or they will be charged again.

12.  Quick Functions -> Memberships

13.  Enter the member's Last Name and Search.

14.  In the example, $10 was returned which left a $10 open balance.  You can quickly get rid of the open balance by taking the payment as a 'No Charge' or 'Write Off'.  Both payment types will not  go against your financial revenue reports.

 

 

 

II.  From the Membership

1.  Quick Functions -> Memberships

2.  Enter the Last name (and first initial) of the Member and Search

3.  Hover over Membership Actions and click the 'Reverse Payment' box;

4.  You can 'Return' a payment that has previously been taken through Shape or manually enter a reverse amount in the 'Reverse Amount' field.  **The amounts at this point are PRE-TAX amounts.

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The example above is for a Member who has a monthly billing rate of $99, but pays $103.70 each month.  This Member has additional Membership Service Fees that they pay monthly. 

III.  Partial Refund

1.  If you wanted to reverse a partial payment only, you could enter the amount in the Reverse Amount field and continue or;

**Note ~ If taking a partial payment, you must remember to account for the open balance you create by taking the balance due as a No Charge or Write Off Payment Type.

2.  Click the 'Return' link next to the last payment taken.  This will open up an itemized list of the fees taken.  You have the ability to return 1 or all items taken in the purchase by unchecking the item.

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3.  When you are satisfied with your return transaction, click the green Submit button at the bottom of the page.  This will take you to the  Point of Sale screen where you complete the transaction.

The payment that the original payment was taken on will populate.  It is best to use the same payment type.

4.  Submit.

 

 

 

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