TUMoney: Swim-a-Thon donation refund

SwimOffice Admin - Super User

When you need to refund a donation from the TUMoney fundraising system you have to use the billing system to track it accurately in your financials. This is a 3 step process.

Step 1: If it was a credit card donation, login to your merchant gateway and refund the desired amount

  1. Log in to your account at https://secure.nmi.com and follow the instructions for refunding.
  2. Process the refund and SAVE YOUR TRANSACTION ID # to enter into your TU SwimOffice website.

Step 2: Update the Billing System in SwimOffice

  1. In the side menu click Billing Admin > Invoices & Payments.
  2. Search for the account to which the donor donated.
  3. Click [History] under the Acct Balance column.
  4. Enter the donation date range for "Beginning Date" and "End Date" and click Search.
  5. Scroll down to find the donation transaction under Invoice Items.

  6. Leave this Account Invoice History tab or window open and switch back to the Billing Overview browser tab.
  7. Click view under the Acct Balance column.
  8. Click New Credit.
  9. Enter the Credit Description (perhaps Donation refund).
  10. Select the correct chart of account (you can switch back to the Account Invoice History tab to see the CoA used for the donation).
  11. Enter the Amount to Credit as a negative number such as -100.00.
  12. Click Save Credit.

  13. You will need to repeat these steps if there is a TU processing fee for $3.95 and you want to refund that too.
  14. Click New Refund Credit Balance.
  15. Select Payment Type -Refund-
  16. Enter the New Refund Amount as a negative number such as -100.00.
  17. Enter a Check # or Reference such as Cash or CC.
  18. Enter a Memo (perhaps "Donation refund, transaction ID XXXXXXXXXX" from your merchant gateway if it was a CC refund).
  19. Click Save New Refund.

  20. Click Done.
  21. You may now close the "Account Invoice History" tab.
  22. If it was a non-CC donation you will need to give the actual money back to the donor in the method of your choice, such as writing them a check.
Step 3: Update TUMoney system
  1. In the side menu click TUMoney > Event Fundraising Admin.
  2. Click the Results tab.
  3. Click the desired donation.
  4. If you are refunding the complete donation click the Delete Donation.
  5. If you refunded part of the amount donated update the "Amount to donate" to the correct amount.
  6. Click Save Changes.

See Also
Refund a Credit Balance
Add a credit


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