Refunding on demand or Credit Card /CC payments

SwimOffice Admin - SuperUser

If you would like to refund an on demand payment or a CC payment please follow the steps below (Note - IF you do not see the red refund link as shown below select this FAQ on how to do historical/past refunds to Credit Cards)

  1. Click on Invoices & Payments located under the Billing Admin tab
  2. Search and find the account you would like to refund
  3. Click on the red view button located under the Acct Balance column
  4. Locate the transaction you would like to refund and click the red [Refund] button - See Screenshot #1
  5. Enter in the desired amount you would like to refund (it will default to the prior transaction amount) - See Screenshot #2
  6. Click the Save Credit Card Refund button
Screenshot #1

Screenshot #2


If you are refunding because of an incorrect invoicing please ensure you implement a credit invoice as well.  If this step is not completed, the account may still have a balance owing.  Do the following:

  1. Click on Invoices & Payments located under the Billing Admin tab
  2. Search and find the account you would like to refund
  3. Click on the red view button located under the Acct Balance column
  4. Select Delete to the right of the invoice created if it's before the first
  5. If it's after the billing period over select the New Credit Button
  6. Place a description that reflects the reason for the credit
  7. Select the same chart of accounts that you originally invoiced for
  8. Enter in the amount to credit
  9. Save Credit

The account should now show zero charged/zero owed and be balanced.


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See Also
Refunding Past/historical Credit Card charges
How do I allow my parents to make a Credit Card payment on demand?

Billing Management

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