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How to refund the remaining credit on an account?

If a customer has cancelled classes and has a positive remaining credit balance, you will want to return this to £0

 

Identifying a Payment to Refund

You cannot refund manual credits directly. Instead, you refund an amount from a previous payment that covers the total credit to be returned.

  • Navigate to Customers -> Transactions

  • Look for a payment that is equal to or greater than the refund amount.

NOTE: You can only refund payments, and not credit. For more information on how refunds work and how to do them, click here

    • For example:

      • The current outstanding credit amount is £25.

      • Payments 109 & 111 are equal to or greater than £25.

      • Payment 112 is not equal to or greater than £25.

      • Therefore, payments 109 & 111 can be used to refund outstanding credit and not payment 112.

  • If no single monthly payment covers it, the initial payment often will, as this includes:

    • First month’s deposit

    • Any pro-rata charge

NOTE: If you are trying to refund by Stripe/Card, choose a payment that was made with Stripe/Card, as refunds are made by the same payment method as the original payment.

Refunding payment

  • Open the payment to be refunded
  • Enter the refund amount (equal to the outstanding credit balance)
  • Untick "Credit the customer for the value of the refund, so their balance remains unaffected"
  • Press "Add Refund"

  • The customer's balance will return to 0 on the system.
    • If refunded by Stripe/Card, the customer will be automatically refunded to their card.
    • Other refund methods, including Cheque, BACS and Cash will have to be refunded to the customer manually.