Refund Payment Processing
By the time you get here, you should have one or more refunds that have been raised on registrations and/or orders, and it's now time to get that money back to your members.
This article steps you through how it's done, and also highlights some of the features that are present in the system that makes this experience a little more palatable than it could otherwise be.
Outstanding Refunds
The central screen for processing refunds is our Outstanding Refunds screen (shown below). 
It shows each member that has had a refund raised on one of their registrations or orders. It's important to note that a member may have had more than one refund raised against their record.
Member Bank Account Details
One of the biggest pain points in refunding money is the collection of bank account details from your members so that you can transfer money to them. We've attempted to combat this problem in a variety of ways.
The system stores a set of bank account details against each member. In addition, we also store when those details were last verified. Verification happens when the bank account details are confirmed by either the member themselves or a club administrator entering it on their behalf.
The first time you use this functionality, you won't have any bank account details stored at all. These need to be collected or entered.
There are two options available to capturing each member's bank details so that you can process a refund.
Email Notification
For people with missing (or out-of-date) bank account details, simply start selecting the checkboxes to the left of their name. A panel will fly up from the bottom - select the Request Bank Account Details button.
The ability to compose an email to these people should be familiar from other parts of the system. Enter your subject heading and text for the email and click the Send Request button.
Your member will receive an email from the club that looks very similar to other emails where you want action from them.
When they click on the Majic Blue Button, they will be taken to a screen that asks them to enter/update/confirm the bank account details we have recorded for them.
Once the member clicks the Save button, the bank account details are stored with a last verified date of 'today'.
Administrator Entered
You may have already been communicating via email with this member, and they may have emailed through their bank details. In this instance, you can click the link underneath the bank details (it will read either Record details or Change or verify depending on whether we have details already on record) to get a popup form to enter these details.
Verified
Whichever method of capture you use, the end result will look like this.
Single Refund Payment
If you're just processing a single refund, then the experience is very similar to receipting a payment made by a member.
Click the Record Refund link on the right hand side of their record.
You will see the details of the raised refund, where you can confirm from the narration the reason for the refund and that it is in the correct amount.
Click the Record Refund button and you will see essentially the same screen as receipting a payment.
At this point, you can physically make the payment in your club's Internet banking console to the member. We highly recommend that you record the reference number on your transaction in the Receipt Reference field on this screen. It will help with reconciliation down the track.
Refund Batching
If you have a set of refund payments you need to make, and you really want to save yourself some time, then our Refund Batch functionality is just the ticket. There are a few pre-requisites to using this functionality, so please read our Help article carefully, located at:
FAQ
For all questions you may still have about refunding payments, please visit: