F116: Credit, Refund, and Get Payment Options

April Fisk -

Explains account credits, refunds, partial refunds, refunds exceeding payment amounts, viewing a refund list, and options for getting payment for amounts that are due.

  1. Credit
  2. Refunds
  3. Partial Refunds and Account Credits
  4. Viewing Refunded Items
  5. Get Payments

Credit
To issue a credit to a member's account, follow these steps:

  1. Click Customers > Search, then click on the member's name; this takes you to their record.
  2. Click the Credit/Refund button on the relate bar.

 

3. Select Credit to Account, then choose the category and enter the amount. In the example shown below, the member is being issued a $4.00 credit, and it is being placed under the Food & Beverage category:

4. Click Check Out. You will receive a note indicating the process was completed successfully. Click OK.

     Note: Currently, there is no way to receive a payment when you perform an account credit. In other words, all account credits are considered to be as if by "owner complimentary." If a member actually makes a payment, which they wish to consider as a credit to their account, the following work-around is suggested:

  1. Create an inventory product called "Account Credit." (For details on how to create inventory products, please see course F106.)
  2. Sell the member one "Account Credit, " changing the price to reflect the amount they are paying into their account.
  3. Credit the account by the same amount using the procedure outlined above.


Refunds
To issue a refund to a member's account, follow these steps:

  1. Click Customers > Search, then enter the member's name; this takes you to their record.
  2. Click the  Credit / Refund button in the Relate bar:

3. Next, click on the Refund radio button and enter the category of the refund, if applicable. You can then enter the refund about into the text box next to the appropriate Invoice.  Then scroll to the bottom of the page and click Check Out

 

 

4. For details on the invoice, you can click on the link under Item as show above.

5. Click the Check Out button at the very bottom-right part of the screen.

6. Once you click Check Out, you will then be taken to the Refund page.  You will see that the Refund Method is prepopulated.  Click Process to complete the refund.

7. You will then review the Refund Receipt and click Finish to complete the refund process.

8. In the case where the payment method will not accept a refund, the user will be presented an error message below.  The options would be to 1) delete this refund using the delete button or 2) apply the refund as a credit to the member’s account, cash, or check refund by using the drop down.

 

Refunds to Cash or Check

Fitware will still support a refund to a cash or check payment by allowing the user to select: 1) refund with cash, 2) refund with check, 3) apply credit to member’s account. Changes have been made to the Credit/Refund page under Member Billing to support this update. 

 

Steps to Process a Refund Cash or Check

  1. Follow steps 1 – 5 as outlined above.
  2. Enter in the refund amount and click Check Out.

3. Then select how you would like to apply this refund.  The options would be to credit to the member’s account, provide a cash refund, or provide a check refund.  To complete, click Process.

Credit to Fitware Member Account

The Credit to Fitware account functionality remains the same.

Terminate and Refund

When terminating a member, the option to Terminate and Issue a Refund has been removed.  Process the Termination using the option “Terminate without exchanging money.”  Once that process is complete, you can issue a refund by following the steps above.

Removal of Refund during Void Process

Lastly, on the Billing Tab under Payment History, the option to refund using the Actions button has been removed.  The only supported action is now to Cancel or Fail a payment, as shown below.

 

 

Get Payment
If a member has any outstanding payments, the Get Payment function can be used to collect those funds.

  1. Click Customers > Search, then enter the member's name; this takes you to their record.
  2. Click on the Billing tab, then click the Account Adjustment button:

3. Select Get Payment and click Continue:

4. Enter the amount you wish to collect, then click List Invoice:

5. You will see a listing of all outstanding items.

6. Note: If there is more than one item, you can click in the check box next to Manually Apply Amounts, then check off the specific item(s) you wish to collect on.

7. In the example below, there is only one unpaid item, which is now being collected on: a New Year's Special for $70.00:

8. Click the Check Out button at the very bottom-right part of the screen.

9. You will be taken to the Point of Sale screen. Click Add Payment Method and complete the point-of-sale process as usual.

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