Financials Module: Refunding of an Obligation/Pledge and Reports

This process would be applicable in the case of a Refund where the money is being given BACK to the Student/Member. Otherwise, you'll want to just add a new line of Credit.

How to Refund an Obligation/Pledge:

Note: If your Cut Time Account is linked to a Payment Processor, you will need to contact your Payment Processor directly to make sure the Credit/Debit Card User is Refunded in addition to manually Updating their Cut Time Profile Ledger Details!

1. Go to the Financials Module: Ledger Page.
   
2. Search for the Member that you are Refunding by:
   • Last Name/First Name
   • Or
   • Use the Search Box to locate the Member that you wish to Refund
   1. Note: If you are looking for a Member that is considered paid in full, you'll need to switch the Type to All
3. Click "Details"
4. On that Member's Financial Ledger Page, click "Record refund"
5.  In the "Record Refund" popup, note: 
   1. Refund Date
   2. Refund Amount
   3. Choose the Obligation/Pledge your are refunding
   4. Give a reason in the Reference field (This is required and can only contain letters, numbers and spaces - NO special characters)
   5. Write any Notes you might have (This is an optional field)
6. Once finished filling in information click the "Save" button

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You will then see the Refund issued on both the Payments/Credits/Refunds section on this page and the Obligations/Debits (AKA Pledges/Debits, depending on your state)

Refunding will update the Member's Total Payments/Credits/Refunds listed at the bottom of the page accordingly.

• Example: Trip Payment was issued for $100.00
  • Before Refund:
  • After Refund:

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Refunds Reflected in Reporting:

To access Reports for Financials

1. While in the Ledger Page of the Financial Module, click on the blue "Tools" button on the page
2. Then you will see the various Reports related to Financials on the left hand side

OR

1. Go to the Tools Module: Tools/Reports Page
2. Then choose the Report that you would like to view:

• Financial Obligations - All
  • Members will be seen here by:
    • Name
    • Grade
    • Amount Owed
    • Payments/Credits applied to Obligations/Pledges
    • Refunds applied to Obligations/Pledges
    • Balance owed on Account
    • Available Credit on Account
• Financial Obligations (by Obligation)
  • Once you filter by the Obligation/Pledge you want to see, Members will be seen here by:
    • Name
    • Amount Owed
    • Payments/Credits applied to Obligations/Pledges
    • Refunds applied to Obligations/Pledges
    • Balance owed on Account
    • Available Credit on Account
• Financial Payments
  • Filter by:
    • Student/Member Name
    • Obligation/Pledge
    • Account
    • Reference
    • Amount Paid (is =, <, or, >)
    • Date Range (Start Date and End Date)
    • Method of Payment
    • Ensemble/Groups
  • Payments will be listed by Member/Date, and will then be seen by:
    • Name
    • Obligation/Pledge
    • Amount owed for that Obligation/Pledge
    • Payments/Refunded Amount applied to that Obligation/Pledge
    • Date last updated
    • Balance Owed on that Obligation/Pledge
    • Any Notes/References added to Payments or Refunds

Adding a Credit Instead of Refunding

If the Member does not require a Refund of Payment, you can use the Mass Updaters - Credit Balances to give Members a credit and write a Memo for that Credit that leads back to the original Obligation:

1. Go to the Tools Module: Mass Updaters Page
2. Go to the Credit Balances Mass Updater
3. Add a line of Credit for that Member