This guide explains how to process refunds for course registrations, including cases where a balance exists OnAccount and needs to be refunded.
Refunding a Payment to a Course Registration
For instructions on how to process a refund, click the link below.
Refunding a Payment to a Course Registration
Refunding an Amount OnAccount
If a client has a balance OnAccount that must be refunded, the refund amount must first be moved out of OnAccount.
Important Notes:
- There are multiple ways to move the balance out of OnAccount before processing the refund.
- If a case involves numerous transactions such as OnAccount Given, OnAccount Used, discounts, and multiple registrations, use the examples below as a guide.
- For complex cases, simplifying the refund process as much as possible is recommended.
Example Scenario
A client originally paid $450 for two courses ($225 each).
- Later, the client dropped one course and was issued $225 via OnAccount Given.
- The client then registered for another course costing $100 and used OnAccount Used for this payment, leaving a remaining balance of $125 OnAccount.
- Now, the client requests a $125 refund.
Methods for Processing the Refund
Method 1: Modify the Original OnAccount Given
- Reduce the original $225 OnAccount Given to $100.
- This adjustment allows the remaining $125 to be refunded.
- Add notes to document the changes for future reference.
Method 2: Apply OnAccount Used to the Original Course
- Add an OnAccount Used of $125 back to the original course where the OnAccount Given was recorded.
- This adjustment allows the $125 to be refunded.
- Add notes to document the changes for future reference.
Conclusion
When refunding a balance OnAccount, ensure that the amount is properly moved out using one of the outlined methods before issuing the refund. Always document any changes made for record-keeping and reference. If the case is complex, simplify the refund process as much as possible to avoid errors. For further assistance, refer to related articles or contact support.