SwimOffice Admin - SuperUser

ACH Payments must be refunded in full, within the same month in which they occurred. 


If you would like to refund an on-demand payment, CC, or ACH payment, please follow the steps below (Note - If you do not see the red refund link as shown below select this FAQ on how to do historical/past refunds)

  1. Click on Invoices & Payments located under the Billing Admin Tab.
  2. Search and find the account you would like to refund.
  3. Under the Account Balance column, click on the red view button.
  4. Locate the transaction you would like to refund and click the red [Refund] button - See Screenshot #1
  5. Enter in the full amount to refund (it will default to the prior transaction amount) - See Screenshot #2.
  6. Click the Save Credit Card Refund button.
Screenshot #1

Screenshot #2

If you are refunding because of an incorrect invoicing, you must also implement a credit so the account will not show an outstanding balance.

Do the following:

  1. Click on Invoices & Payments located under the Billing Admin tab.
  2. Search and find the account you would like to refund.
  3. Under the Acct Balance column, click on the red view button.
  4. If the balance is due now, the right of the invoice created, click Delete. If the billing period has passed, click the New Credit button.
  5. Enter a "description" that reflects the reason for the credit.
  6. Select the originally invoiced chart of accounts.
  7. Enter in the full amount to credit.
  8. Click Save Credit. 

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

Note: You can issue a refund within 180-days of the transaction.


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See Also
Refunding Past/historical Credit Card charges
How do I allow my parents to make a Credit Card payment on demand?