[Solved] How do I show a Refund or Credit Payment on my Member Statements?

Processing a Full Refund

To properly record a full refund or credit payment on the Member's statement, follow these steps:

1. 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, Account and Comments.

2. 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:

1. 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.

2. 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.