Payments and Refunds

If a member pays online, everything is automatic.

When a payment by EFT or cheque arrives, you need to create a RECEIPT transaction manually.

Payment for a single booking

If the payment related to a booking, first find the booking.

Then click on “insert transaction”. This ensures the RECEIPT is annotated with the booking ID and will show up when you list transactions that relate to a booking, plus it provides a link for you to follow from the Transactions screen to edit the booking later on, if you need to.

Select RECEIPT as the transaction type, enter the amount and the other fields are optional.

Payment of outstanding balance

If the payment was not related to a single booking, e.g. member paying their outstanding balance or annual fees, go to admin -> member & transaction -> Manage Transactions, create a new transaction, make it a RECEIPT.

A common mistake for beginners is to want to issue a CREDIT when a booking is paid. This is wrong. A credit cancels out a previous INVOICE. Anyhow we have made this more difficult, because now you can’t select CREDIT nor INVOICE when you manually create a booking-related transaction.

Cancellations

If a booking is cancelled with a full credit, the Admin Price should be set to zero. Credits are automatic if a member cancels their booking, in accordance with your rules, see cancellation credits. You can issue a credit manually by editing the Admin Price for the booking. Note that admin price is the amount that is not returned to the member.

Note that if you charge a surcharge for online payments, this is reflected in the Admin Price for the booking if the surcharge invoice and payment receipt reference the booking. The surcharge invoice will have the booking ID only if the member paid via the booking, otherwise if the member pays their outstanding balance, that receipt doesn’t include a reference to any booking and any surchage is not included in any booking’s Admin Price. When refunding an online payment (receipt) that included the surcharge, the refund will include the surcharge amount unless you alter the refund amount. For example, if you set the admin price of a booking to zero for a complete credit, than any surcharge invoices will be credited along with booking price invoices.

In the case of a payment of outstanding balance, or payment of subscription only, the invoice for the surcharge needs to be reversed by you as well, if you intend to refund the entire payment that included that amount. Find the surcharge invoice and click on “reverse”. You should not reverse any surcharge invoice that includes a booking ID however.

The full cycle can include INVOICE → RECEIPT → CREDIT → REFUND. Whereas the CREDIT cancels out effect of the INVOICE, the REFUND cancels out the RECEIPT. CREDIT and INVOICE change the member’s balance only, whereas RECEIPT and REFUND also reflect a funds transfer.

Refunds

Should you need to refund a payment, first find the transaction. For example if it was a payment (RECEIPT) for a booking, find the receipt. Hint: if you aren’t already looking at this booking, or at this member’s transactions, find the booking, then click on , then click on the pencil icon to edit the receipt transaction. If there is a button then you can click on that and everything is automatic – the refund is issued by the payment gateway (eWay or Paypal) that was originally used to make the payment. You can issue a partial refund by editing the amount in the dialog, or refund the total amount, which is shown in the dialog by default. A series of partial refunds is also possible.

Note that Paypal retains their fee when you issue a refund. If you want the member/customer to wear that, you can issue a partial refund. Just enter the amount you want to refund in the dialog that appears after you click the refund button.

If a booking has multiple receipts, because a deposit was paid, or the price changed, you may need to refund each receipt.

Alternatively, use your login to eWay or Paypal to issue a refund, or if payment was not made online, refund by bank transfer (these are all done outside The Booking Service). Then manually create a REFUND transaction to align the member’s balance – creating a REFUND follows the same steps as creating a RECEIPT. This step is automatic if you used the button above.

Refunding EFT (eChecks)

Two steps. You need to know the bank details of the payer so you can transfer funds back to them:

  • instruct your bank to transfer the funds to the member/guest’s bank account
  • Create a REFUND transaction in the Booking Service for the member.

The above steps are automatic when you click on the REFUND button for online payments.