Schedule Training

Refund Credit Balance

Notification of a refund request should come to the Treasurer/Finance Committee from either Weekend Leadership (team) or Pre-Weekend Committee (candidates).  There are two steps involved:  1) Issue the refund in Planning Center, 2) Record the refund in QuickBooks.

Steps:

  1. Navigate to Planning Center Registrations; open the appropriate Registration event.
  2. Open the “Cancelled” attendees on the left side of the page.  The Weekend Leadership Team or Pre-Weekend Committee should take care of cancelling the registration. 
  3. Click to open the registration
  4. Tap “Issue Refund” to refund to the card used for the original registration payment
     

If a full refund and the original invoice HAS NOT been voided:

  1. Tap “+New” then “Refund receipt”
  2. Enter the name of the person who paid the fee (generally the sponsor or team member)
  3. Enter the Weekend Number
  4. Enter “Stripe” as the payment method
  5. Enter “Undeposited Funds” as the “Refund From” account. 
  6. Enter the category of the fee (team fee or candidate sponsorship.)  This will record the reduction of fees for the weekend
  7. Enter the weekend number in the “Class” field
  8. Enter a memo in the “Message displayed on Statement” field.

 

If a full refund and the original invoice HAS been voided:

  1. Record “Expense” (not a “check”) to the payee using “Undeposited Funds” as the Payment Account.  NOTE:  Undeposited Funds will not be an option unless using the “Expense” tool.
  2. The Category will be “Accounts Receivable”, Description “Refund Deposit”, Donor/Project = payee’s name.

 

If refunding a deposit only (less than a full fee):

  1. Create a Credit Memo to reverse the invoice
  2. Record “Expense” (not a “check”) to the payee using “Undeposited Funds” as the Payment Account.  NOTE:  Undeposited Funds will not be an option unless using the “Expense” tool.
  3. The Category will be “Accounts Receivable”, Description “Refund Deposit”, Donor/Project = payee’s name.