You must be a Superuser or Financial Admin - Full Access to do this.

Once you have switched to SE Payments, you may need to refund a payment made through your old payment processor, such as C & H Financial.

Step 1: Issue refund via cash, check, or old gateway

If you still have access to your third-party gateway account, please follow these steps; otherwise refund the customer via cash or check.

  1. Locate the Transaction in your TU site and copy the Transaction ID number.
    1. Go to Invoices & Payments.
      1. Chameleon users: In the side menu click Billing Admin > Invoices & Payments.
      2. New CMS users: In the side menu click Business Tools > Invoices & Payments.
    2. Search for the account.
    3. Under the Acct Balance column, click view (if it happened this or last month) or History (if it happened over two months ago).
    4. Find the transaction and copy the Transaction ID number.
  2. Login to your third-party gateway account.
  3. Navigate to Reports, then to the Transaction Report.
  4. Search for that Transaction using the Transaction ID #.
  5. Click that Transaction, then click the REFUND button.

Step 2: Issue credit in SwimOffice

  1. Go to Invoices & Payments in SwimOffice.
    1. Chameleon users: In the side menu click Billing Admin > Invoices & Payments.
    2. New CMS users: In the side menu click Business Tools > Invoices & Payments.
  2. Search for the account.
  3. Click view in the Acct Balance column.
  4. Note: If you are refunding a credit balance, that is, an excess of money, rather than an invoice item such as club dues, skip to the next section below, Step 3: Issue New Refund Credit Balance.
  5. On the next screen click New Credit.
  6. Fill in the Credit Description field (such as "July Dues").
  7. Select a Chart of Account -- Best practice is to select the same CoA the invoice was first created against.
  8. Enter in a negative dollar amount, such as -72.50.
  9. Click Save Credit.

Step 3: Issue New Refund Credit Balance

  1. Click New Refund Credit Balance.
  2. Click the Payment Type drop down and select -Refund-.
  3. Fill in the New Refund Amount (use a negative dollar amount since you will be reducing your monies).
  4. Enter the Check #  (this would be the check # from your payables system) or Transaction ID from your gateway.
  5. Enter any necessary message or memo.
  6. Click Save New Refund.

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See Also
SE Payments FAQs