Using the OnAccount/Refund Function

Using the OnAccount/Refund Function

• Go to the Registration >> Invoice tab for the client desired.
• Select OnAccount/Refund from the Go To options in the row for the invoice desired.
• A list of the assignments will display in the popup window along with the paid, credited, refunded and total payment amounts.
• For each row, enter the Return Amounts. This is the amount of the OnAccount or refund. Enter a zero for any rows not to be OnAccount or refunded. The Return Amount cannot be greater than the Total Payments and must be a positive number.
• Select if the return amount is an OnAccount or Refund.
  • OnAccount will add an OnAccount Given transaction that the client can use towards another registration. This is in-house OnAccount.
  • Refund will add a transaction record for the amount of money being returned to the client.
  • If the OnAccount/Refund select list displays Refund options with numbers, these are the existing payment transactions for credit cards that have authorization and tracking field values required for refunds. If more than one displays, select the transaction matching the payment being refunded. If "Refund" only is selected and more than one payment has credit card tracking values, the function will randomly pick one. Note that the credit card Payment Type selected in the form must match the credit card Payment Type in the transaction to refund.
    
  • Adding an OnAccountGiven before issuing a Refund is no longer required. For prior records, if a Refund record exists for an OnAccountGiven record, the OnAccountGiven record can be and should be deleted or set to zero to properly calculate Balance Due and OnAccount.
• Other function options
  
  • Change Enrollment Status: Use this to automatically change the client's Enrollment Status in the assignments being credited or refunded. Select the desired status value to change or leave default status of No. This option works with both Credit and Refund.
  • Adjust Invoice Balance: Use this to add a line item to the invoice to account for the refund amount to balance the invoice and prevent a false balance due. Leave value as No to not add a line item. Set value to Yes to add a line item. Set the value to Void to void the entire invoice. Typically, if you are refunding a client for an assignment and do not expect any additional revenue for that assignment on this invoice, select Yes. If you are refunding an overpayment, select No. Select Void only if you desire to void the entire invoice. This option works for refunds only.
  • Pay Type: Select the Payment Type to be used for the refund transaction. In the case of credit card refunds, select the same type as the original payment. The function will attempt to retrieve the credit card tracking information and record it in the refund record. However, when multiple credit card transactions exist for the same invoice, this process may not be exact and the user may need to retrieve tracking details manually. This option works for refunds only.
    
  • Revenue Item: Select the revenue item to be recorded with the transaction. This option works with both Credit and Refund. Required.
    
  • Credit/Refund Reason: Select the reason for the credit or refund. This option works with both Credit and Refund. Optional.
  • Transaction Notes: Text entered here will record in the Notes field of the transaction record when added.
  • Insert case Note: Select yes or No to automatically add a client case note for this credit or refund. This option works with both Credit and Refund. Optional.
  • Cashier Facility: Select option to record cashier facility into the refund transaction. Optional.
• Click Next to continue.
• Review and confirm your settings. If accurate, click Submit. Otherwise, click Back and modify your selections.
• A prompt will display when the process is complete.
• If the refund is for a credit card, the refund must still be processed by selecting the Process Card function from the go to menu of the refund transaction.