Handling Refunds

Handling Refunds

It can happen that a member over-paid for an order, e.g. they made more selections than they intended or added a "0" to their donation by mistake. Any member payment that is made via anything but merchant payments (e.g. Mail in check) can be manually deleted from the payment table by an administrator (member payment area). Payments made through merchant accounts (e.g. PayPal or credit card) must be retained in our system regardless of the order or any mistakes to it.  In such a case the refund itself needs to be made directly with the merchant.

You can make adjustments to amounts recorded so that your balance is zero if you so choose.

If, for example, a member made a $100 donation by mistake rather than $10 that was intended, the invoice will look as follows:



The refund of $90 with the merchant won't appear in the member's invoice since the merchant doesn't send that information back to us. 

You can choose to:
Change the order (in this case the donation) so that it's accurate, as follows:



And the negative balance will represent the refund you arranged from the merchant.

Alternatively, if you prefer you can make an adjustment for $90 to arrive at a $0 Balance, as follows:


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