Admin Level - Financial Admin Full Access

NOTE: This is a two step process!

1. Refund credit card

  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. Under Acct Balance column click [History].
  3. Enter the Beginning and End Date parameters for the both the original invoice and the CC transaction to refund.
  4. Click Search.
  5. Find the original invoice and note the chart of account used.
  6. Scroll down to Payments.
  7. Click the [Refund] link by the Credit Card transaction to refund.
    1. Refunds should be submitted within 60 days. The longer you wait, the more time customers have to change credit card information, close accounts, lose their credit cards, etc. All of these events can cause refunds to fail.
    2. When a refund fails, you will need to use the "New Refund Credit Balance" function instead; see the "Refund by check" link below.
  8. Enter the amount to refund with a negative sign (dash).
  9. Click Save Credit Card Refund.

2. Credit original invoice

If the original payment was against an invoice item, you MUST also credit against the original invoice or else it will charge their credit card again next month.

  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 and find the account you would like to refund.
  3. Place a check mark to the left of the account.
  4. Click the New Credit button.
  5. Place a description that reflects the reason for the credit.
  6. Select the same chart of accounts that you originally invoiced for (see step 5 in first set of steps above).
  7. Enter the amount to credit with a negative sign (dash).
  8. Click Save Credit.

The account should now show zero charged/zero owed and be balanced.

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See Also
Refund by check
Lessons - How do I refund