Using the OnAccount/Refund Function

This function allows you to add an in-house OnAccount or issue a Refund to an invoice where payment transactions have been recorded. Follow these steps to process a refund or OnAccount credit effectively:

Using the OnAccount/Refund Function Video Tutorial

Steps to Issue a Refund or OnAccount

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.
   • Click on the More Actions (⋮) menu and select Add Refund.

3. Enter Return Amounts:

   • A popup window will display a list of assignments with paid, credited, refunded, and total payment amounts.
   • 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 that the Return Amount is a positive number and does not exceed the Total Payments.

4. Choose the Transaction Type:

   • OnAccount: This will create an OnAccount Given transaction that the client can use for future registrations.
   • Refund: This option records the amount being returned to the client but does not process credit card refunds through the payment gateway.
   • Refund #0000 (refund with transaction number): This option creates a record of the amount being returned to the client and processes the refund via the gateway. It should be used when issuing a credit card refund. 
     • When using this option and there are multiple payment transactions with credit card tracking, select the specific transaction (e.g., Refund #1234) that matches the payment being refunded.
     • The system will randomly select a transaction if "Refund" is chosen without specifying a transaction.

5. Additional Options:

   • Change Enrollment Status: Automatically change the client's Enrollment Status for the assignments being credited or refunded. Choose the desired status or leave it at the default (No).
   • Adjust Invoice Balance:
     • Select Yes to add a line item to the invoice to balance the refund amount.
     • Choose No to prevent adding a line item.
     • Select Void to void 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 any notes you want to include in 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 to record the cashier facility in the refund transaction.

6. Finalize the Process:

   • Click Next to review and confirm your settings.
   • If everything is accurate, click Submit. If changes are needed, click Back to modify your selections.

7. Completion Notification:

   • A prompt will display once the process is complete.
   • Credit card refunds will be processed automatically via the payment gateway upon submission, provided the refund option transaction number has been selected.