This guide explains how to process an in-house OnAccount credit or issue a Refund to an invoice where payment transactions have been recorded. Following these steps ensures accurate transaction processing and record-keeping.
Navigation
Tools → Client Functions → OnAccount/Refund
Applies To: Enterprise | Plus | Basic
Step-by-Step Instructions
1. Access the Client Profile
- Navigate to the Client Profile and select the Payments tab.
2. Select the Payment
- Hover over the payment you want to issue an OnAccount or Refund for.
- Click on the More Actions (⋮) menu and select Add Refund.
3. Enter Return Amounts
- A popup window will display assignments with Paid, Credited, Refunded, and Total Payment amounts.
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For each row, enter the Return Amount:
- This amount represents the OnAccount credit or Refund.
- Enter 0 for any rows that should not be credited or refunded.
- Ensure the Return Amount is a positive number and does not exceed Total Payments.
4. Choose the Transaction Type
- OnAccount: Creates an OnAccount Given transaction that the client can use for future registrations.
- Refund: Records the amount being returned to the client but does not process credit card refunds through the payment gateway.
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Refund #0000 (refund with transaction number):
- Creates a record of the amount returned to the client and processes the refund via the payment gateway.
- If multiple payment transactions with credit card tracking exist, select the specific transaction (e.g., Refund #1234) matching the payment being refunded.
- If "Refund" is chosen without specifying a transaction, the system will randomly select a transaction.
5. Additional Options
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Change Enrollment Status:
- Automatically changes the client's Enrollment Status for the credited or refunded assignments.
- Select the desired status or leave it at the default (No change).
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Adjust Invoice Balance:
- Yes: Adds a line item to the invoice to balance the refund amount. If issuing an OnAccount you DO NOT want to adjust the invoice.
- No: Prevents adding a line item.
- Void: Voids the entire invoice if necessary.
- Pay Type: Select the Payment Type for the refund. If processing a credit card refund, ensure it matches the original payment type.
- Revenue Item: Choose the revenue item to record with the transaction. (Required)
- Credit/Refund Reason: Optionally, select the reason for the credit or refund.
- Transaction Notes: Add notes to the transaction record.
- Insert Case Note: Select Yes or No to automatically add a Client Case Note for this credit or refund.
- Cashier Facility: Optionally, select the Cashier Facility to record in the refund transaction.
6. Finalize the Process
- Click Next to review and confirm your settings.
- If everything is correct, click Submit.
- If changes are needed, click Back to modify selections.
7. Completion Notification
- A confirmation message will display once the process is complete.
- Credit card refunds will be processed automatically via the payment gateway if a refund transaction number was selected.
Key Notes:
- Ensure that the refund amount does not exceed the Total Payments recorded.
- Refund transactions processed via the payment gateway cannot be undone.
- If issuing an OnAccount Given, the credit will be available for future purchases.
Conclusion
Processing Refunds and OnAccount credits is a simple but critical process to ensure accurate financial transactions. Follow these steps carefully to maintain correct invoice balances and payment records. For further assistance, refer to related articles or contact support.