How do I refund a childcare payment that was made accidentally?
How do I refund a childcare payment that was made accidentally?
Alert: In this example, the father went only and accidentally paid for the entire balance in full. We needed to cancel/refund a certain amount of weeks - which means cancel the transactions, process the refund, and re-register the child for the weeks you cancelled!
1. In the member unit, choose financial
2. Click "Transactions"
3. Find the week of registration that needs to be cancelled (this should be in the debit column)
4. Click the weeks to cancel - in this example we selected all then unchecked the weeks we did not want to refund
5. This is an example of removing the weeks we did not want to refund
6. This is an example of removing the weeks we did not want to refund
7. This is an example of removing the weeks we did not want to refund
8. This is an example of removing the weeks we did not want to refund
9. Click "CANCEL"
10. Click "CANCEL NOW"
11. Click the "Add a refund reason having minimum 5 characters here..." field.
12. Type "Parent accidentally paid for everything online"
13. Click "Submit Refund for Unit"
Tip: Note that this will go to an executive director for approval - you may want to give them a heads up if this is a large transaction that needs to be approved asap
Alert: At this point the refund is processed. If the child still needs to go back into the program, the rest of the steps show you what the re-registration looks like
14. Click "Membership Information"
15. Click "Registrations"
16. Click "Register for Program"
17. Search the location
18. Click "Beverly Middle School"
19. Click "SET LOCATION"
20. Click "After School Care
3"
21. Click "GBY After School: 5 Days (6:00)"
22. Click this button field.
23. Click the "Enter member's name, phone number, or barcode" field.
24. Type "bernhardt, j [[enter]]"
25. Click "2 Adult Family"
26. Click "Maximo Bernhardt
10 years old
Active"
27. Click "NEXT"
28. Click "REGISTER"
