Overview
This guide explains how to process refunds for member payments in the Yayem Admin dashboard — including full-refunds, partial-refunds, and how to record them correctly for bookkeeping.
1. Finding the Transaction
In Admin, navigate to Commerce & Transactions → Payments (or Transactions, depending on your menu layout).
Locate the transaction you wish to refund — you can use the search bar or filters (by user, amount, date, status) to find it quickly.
Click on the transaction row to open its detail page.
2. Initiating a Refund
On the transaction detail page:
Look for a Refund button or action.
Click Refund to open the refund dialog.
In the dialog:
Enter the Refund Amount (full or partial, depending on what you are refunding).
Add a Reason / Note (optional but recommended for records).
Choose a Refund Date (if applicable).
Confirm and execute the refund.
3. After the Refund
The transaction status will update to reflect the refund (e.g., Refunded).
A new line item might appear showing the negative amount (depending on how your system logs it).
The user’s account and membership status should be reviewed if the refund affects access (for example if the membership was cancelled or downgraded).
Download or attach the updated Receipt for the member and for your financial records.
4. Partial-Refunds & Membership Access
If you refund only part of the payment, ensure that access remains aligned with the payment amount (e.g., shorter membership term).
If the refund results in zero payment for a membership, you should manually change the member’s status to Cancelled or Inactive if appropriate.
Communicate with the member: send a confirmation that the refund was processed and explain any membership access implications.
5. Best Practices for Admins
Always double-check the transaction status and user identity before issuing a refund.
Use the Notes field to record why the refund was made (audit trail).
Reconcile refunded transactions in your financial export monthly to ensure your books are accurate.
Avoid deleting transaction records—better to mark them as refunded so history stays intact.
If large or unusual refund amounts occur, review the reason and check for policy compliance or potential abuse.
Please note that we do not allow the option to refund subscription payments directly from the Admin panel. We do ask that you reach out to us directly for assistance to do so if needed via Stripe.