INTRODUCTION
Feature Summary: Manually issue a refund directly from a member’s page in the Admin Dashboard. This article also includes instructions for refunding package (punch) purchases, which follow a different process than standard transactions.
Use Cases: When processing a refund request, system users can save time by accessing transaction details directly from the member’s profile. This allows admins to quickly review charges, issue standard refunds, or navigate to the appropriate section for package refunds.
This article shows system users how to issue refunds from a member's page.
There are other ways to issue refunds:
Manually issue refunds from the admin scheduler.
Manually issue refunds caused by a closure (court or event).
Manually issue full or partial refunds from the TRANSACTIONS > REFUNDS page.
To protect against refunding unsettled e-check payments, CourtReserve prevents refunds to account credit or cash until the e-check has fully settled. Refunds are only allowed back to the original e-check payment method during this period. This applies to both manual and automatic refunds. If a refund to account credit or cash is attempted on a payment originally made by e-check before it has settled, an info notice will appear and the refund will remain in a pending state.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Go to the side menu and click MEMBERS > SEARCH.
Look up a member's name.
Click the pencil icon.
Process a Refund From the Member’s Page:
Click the Billing tab.
Make sure the Transactions tab is selected.
Click the red Refund button.
On the Refund page:
Use the calendar icons to narrow the display results in the table (optional).
Locate a transaction and review the information.
Click the Refund button.
On the popup window:
Review the information.
Click the Refund Destination field and select an option.
Adjust the figure in the Refund Amount column to issue a partial refund (optional).
Add a note (optional).
Click Save.
Standard (non-package) refunds can also be processed by clicking the icon in the furthest-right column of the transaction table under the member's Billing - All Transactions tab. Click the dollar sign icon to process a refund:
CourtReserve displays the transaction on the table and adds a refund symbol (R) to the row.
If you click the (R), you will see details of the refunded transaction.
Refunding a Package (Punch) Purchase
Refunds for packages (punches) are handled differently than standard transactions. Package refunds cannot be processed using the red Refund button on the main Transactions tab. Instead, the following process should be followed.
How to Process a Package (Punch) Refund:
Go to the member’s profile.
Click the Billing tab.
Navigate to Transactions > Punch Usage.
Locate the applicable punch Fee transaction in the list.
Click the Refund Payment button.
A pop-up window will display confirming the Refund Destination as the package and the Refund Amount as the number of punches being refunded. Review the details, then click Save to complete the refund.
On the Punch Usage tab, a transaction with a type of Refund - Punch will display and the refunded Fee will have an (R).
Important Reporting Note on Package Refunds
Refunds for punch packages do not appear on the member’s Refunds page (accessed via the Refunds button), nor do they display on the Transactions > Refunds report.
Package refunds are tracked separately and will not show in the standard Refunds reporting view. To locate a package refund, run the Transactions List report and filter by Transaction Type: Refund – Punch.
