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[Solved] How do I show a Refund or Credit Payment on my Member Statements?
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27/06/2023 11:23 pm
Processing a Full Refund
To properly record a full refund or credit payment on the Member's statement, follow these steps:
-
Reverse the Original Receipt:
- Open the original Receipt transaction for the Billing Line.
- Click the Reverse button to create a negative receipt, effectively canceling the original payment.
- Note: A reversal transaction can only be edited for Date and Comments.
-
Alternative Method – Copy Batch:
- Click the Copy Batch button.
- Enter the original amount as a negative value and save the Receipt.
Why Use Reverse or Copy Batch?
You must use one of these methods because a membership Billing Line that has already been paid (ie. has a zero balance) cannot be selected for a new Payment transaction.
Updating the Payment Plan
- The refund/credit will now appear in the Member Payment Plan as a "Credit Rec'd" line, alongside the original Billing and Payment Received lines.
- If the original Membership Fee is also reduced, update the Payment Plan in the Membership Assignment by adjusting the Due Amount for the Billing Line.
- This ensures that no outstanding balance remains for the Assignment.
Processing a Partial Refund After Full Payment
If a member has paid the full membership fee but later requires a partial refund, follow these steps:
-
Adjust the Due Amount:
- Update the Due Amount in the Payment Plan to reflect the reduced fee.
- Once saved, the corresponding billing line will display as Over-Paid.
-
Issue the Refund:
- Create a new Receipt/Payment transaction.
- Record it as a Payment (or negative Receipt) against the member and the Membership Billing Line.
- Since the billing line now has a negative balance, it will be selectable.
Example:
- You assign a £150 membership fee for a Hiking Trip hotel room to James Cricket.
- James pays the full amount, and you record the payment as a Receipt against the Billing Line.
- Later, the hotel closes, and you must switch to a cheaper hotel costing £75.
- Before issuing a refund to James:
- Update the Billing Line Due Amount to £75 in the Payment Plan.
- This marks the line as overpaid by £75.
- Now, process the refund as a Payment transaction.
Once saved, the Payment Plan will reflect the correct balance, as shown in the screenshot below.

This topic was modified 1 month ago 2 times by CT Support
This topic was modified 3 weeks ago 2 times by CT Support
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