Refunds are processed based on receipts and can only be processed from within a receipt. If a payment has been recorded, a receipt is created to reflect that payment. When you record a payment it could be for a single session, multiple sessions, or a combination of sessions and non-session charges. The receipt that is created for the payment will display an itemized list of all items included in the payment, as well as unpaid items for which payment is still owing, and the amount of payment applied against each item. Any receipt that is created becomes eligible for refund.
Refunds can only be processed from within a receipt. There are two ways that you can view a receipt to process a refund:
- By going to the Client's Record > Finances and selecting the receipt for the payment you wish to refund
- By clicking on a paid session in the Calendar and clicking Payment Actions > View Receipt
Clicking the Refund button opens the Refund Payment window:
You can process refunds for the full amount of the original transaction, or a partial amount of it depending on the circumstances.
Note - You cannot process a refund that exceeds the amount of the original payment, and you cannot process a refund for a negative amount.
Simply click the $ to refund the full amount, or input the desired amount in the field provided. Click the green Refund Payment button to initiate the transaction. An alert will appear to let you know that once a refund has been processed you will not be able to delete any of the related financial documents or edit the Amount Charged for the session.
Click the Refund button in the alert to finalize the transaction.
A confirmation will appear to let you know that the transaction has been processed successfully and the Refund document will be rendered. You will see a reference to the original receipt in the sidebar which you can click to view the receipt if you wish.
Alternatively, when you a viewing a receipt that a refund has been processed against, you will see a reference to the related refund that you can click to view that document if you wish.