Refund From Unapplied Funds

Refund From Unapplied Funds

Unapplied Funds can be refunded to the source from which they were paid. That is, if the Unapplied Funds were originally paid by Credit Card, they can refunded back to the same Credit Card, or if paid by Check, they can be refunded by Check.  If an Account has Unapplied Funds, the Account holder may use them to pay for Products in the system, or you may refund those funds to their original source.



Example: Your customer received a refund to their Account Balance, but he now wants the funds returned to the Credit Card he paid with.
Note: Many Gateways do not allow refunds to be processed beyond 90 days after the initial payment was made. In that case, choose to refund with a check.
How To: First bring up the Account by typing part of the customer's name in the Last Name, First Name lookup bar.

Once you have clicked on the correct Account, find the “Unapplied Funds” balance in the upper right-hand corner near Financial (see below). Is there a balance amount listed in green (meaning a positive balance in Unapplied Funds)?

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If there is a positive balance in Unapplied Funds, you can refund the balance (or part of the balance) to the original payment source. To begin the refund, click on the “Manage Unapplied Funds” icon :

The Account Balance window will pop-up. Choose where the funds will be refunded to:

unapplied_funds_refund_001.png

The options available in the “Refund To” drop-down depend on the origin source of the payment (how it was originally made).

Next, enter the Refund Amount in the appropriate field.  If there is a fee being assessed for the Refund (subtracted from the refund), enter the fee amount in the Refund Fee field. If the refund will be the entire available Amount in Unapplied Funds, you can check the Refund box to refund all of it:

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If you want the Account to receive a Refund email notifying them of the refund, leave the Check to send refund email box checked. If you do not want them to receive the email, uncheck the box:

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Finally, click Process to process the refund.

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Note: To change information about a payment, click Edit. Type, Payer Name, Check Number, and Credit Card can be modified . A payment can be deleted by selecting the Delete checkbox.

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