Starting the Partial Refund process
Go to the member's profile and the area of the purchase. In this example we are partially refunding a pass. Select the pass > Partial Refund.
Once you select this, you will have the option to deduct credits from the pass and also the amount that you want to credit back to the member's account. This will be a plus balance on the member's account.
Actioning the Refund
Step 1: Perform the Manual Refund
You will need to refund manually, either in cash or by making a transfer.
Step 2: Record the Refund in the System
Access the Client's Profile
From the client's profile, click on "adjust balance".
Add the Refunded Amount
Add the amount of money you gave to the client. This will create a positive balance in their account.
Double-check the amount entered to avoid errors, such as charging the customer instead of refunding them.
Record the Manual Payment
Record the manual payment. You can also add a note to indicate the reason for this balance adjustment, for example, "refund of invoice XXX".
Always ensure that the refund is processed through the appropriate external method, such as a bank transfer, when using this feature.
Step 3: Adjust the Balance to Cancel the Credit
This step is crucial for resolving unintended credit balances that may appear after refund operations.
Adjust the Balance Again
Since this operation creates a positive balance in the client's account, you will need to adjust the balance again.
Deduct the amount you added and click on "do not generate a receipt".
If you do not want this operation recorded in accounting, select the option Do not generate a receipt. This ensures the client’s balance returns to 0 without leaving an accounting trace.
Step 4: Manage the passes
Ensure Clients Do Not Have Access to the pass
Access the "class cards" section from the client's profile and click on the relevant class card.
If the class card is unlimited, block it.
If the class card includes credits, simply reduce the credit by clicking on "-1".
