If necessary, you can reimburse a sale recorded manually or made directly by a member from the site. This article outlines the steps you need to take.
- Where to refund a transaction or sale?
- Full refund offline
- Refunding an online transaction
- Tracking reimbursements
- Cases where reimbursement in the transaction is not possible
- Entering a refund in the accounts
No time to read? Check out this video!
Where to refund a transaction or sale?
In the transaction
You can enter the refund for a transaction directly in the form, on one condition: the sale must be refunded in full.
In this case, the first step is to go to the relevant transaction. You can follow this path: Forms & Campaigns > Memberships > Manage Members> Members > Then click on the eye icon (👁️🗨️) in the Details column of the relevant transaction.
Once in the transaction, you'll see a red " All refund " button.
Be careful not to confuse it with the gray " Delete all " button (the latter has no accounting implications).
There may be special cases where, even if the refund is total, it is not possible to do so in the transaction (consult this section of the article to learn more).
Accounting
If you find yourself in one of the cases where reimbursement in the transaction is not possible , you still have the option of going through accounting entry.
Go to the Accounting > Book Entry page, then choose Expenses and search the "Refund / Credit Note" option. You will be taken to an input page. The refund line is at the bottom of the drop-down list:
Total off-line repayments
If the purchase was made via an offline payment method (check, cash, bank transfer, etc.), first go to the transaction (see above). Then click on the " All Payables" button.
First, you can comment on the cause of the refund. This will not be shared, it is for your personal follow-up. The member will only receive a confirmation e-mail.
The accounting information relating to the refund is displayed just after you click on "Refund".
Fill in the information, then save it.
The associated accounting entries will be automatically generated.
Refunding an online transaction
How to proceed
Go to the relevant form and open the Registered tab. Choose the person to be reimbursed from the list of participants and click on the Detail icon on the far right of the line.
This takes you to the transaction details page, which is divided into two parts:
- Top section: information on purchases (buyer e-mail, purchase date, related accounting entry).
- Bottom section: information about participants.
Then click on the refund all button.
Click Refund.
Refunds will only be issued if your online account has sufficient funds.
This operation will result in:
- A movement of funds to the buyer's account.
- Automatic generation of an Accounting Entry.
Please note that if a tax receipt has been issued, it will not be possible to refund the payment. Read our article: Delete a transaction linked to a tax receipt
Tracking reimbursements
In the list of subscribers
In the list of registrants, refunded transactions are displayed by selecting the value Cancelled in the Status filter.
When you display the refunded transaction, you'll see that another transaction is linked to it. This is the refund transaction, created by the software to keep track of the operation.
The initial transaction and the refund transaction will be listed in the Purchases section of the buyer's profile sheet.
Follow-up of automatically generated entries in the accounting system
These entries will be generated if you make the repayment in the transaction directly.
Credit (charge) and payment entries will be created automatically:
It will be up to you to enter these entries (see previous section ).
The accounting category impacted by the refund will be the product category used at the time of the initial sale. For example:
- If the sale has generated a revenue entry impacting category 756 on the credit side.
- In this case, the refund will impact category 756 on the debit side.
For more details on the accounting categories used, see this article.
Cases where reimbursement in the transaction is not possible
Partial refund
It is not possible to make a partial repayment in the transaction, i.e. to repay :
- Only part of the total amount.
- Per participant (if the transaction involves 2 people at the same time, for example).
Instead, we recommend reimbursing the buyer via the Accounting application, as explained below.
Online payment in installments
Repayment of transactions paid in installments is not currently available at the transaction level. First, stop the schedule (if it's still running), and then enter the repayment in the Accounting > Input > Expense module.
Issuance of a tax receipt
A transaction paid online linked to a tax receipt cannot be refunded (it can be if paid offline (see this article ).
Online refund of an offline transaction
If the transaction was made "offline", with another means of payment (check, cash, transfer, etc.), then it will not be possible to refund it using your AssoConnect online account.
Entering a refund in the accounts
An accounting entry is suitable when you cannot make a simplified refund directly in the transaction.
Go to the Accounting > Input > Expense application.
Two points are very important:
- Enter the category " Refund/credit note ": this is the default category proposed by the software. It facilitates accounting entry for this type of transaction. You are asked to associate a class 7 account with a refund (and not a class 6 account). This is normal.
- Link the entry to the relevant member. This will enable you to have a consistent accounting follow-up if you use the General Ledger or the Balance.
An accounting entry will not have the same effects/automation as a refund in a transaction:
- If the partial refund is made offline using the proposed solution, no credit voucher will be issued by the software. You will therefore have to issue it manually on your side.
- It will not be possible to link the refund entry to the original transaction. You can still link the entry to a person for up-to-date accounting tracking via the User ledger.
Comments
0 comments
Please sign in to leave a comment.