Refunds and credits
One refund from the payment's own row, quoted against the club's policy; a bulk refund for a race, day or event; the credits the club has promised.
What it's for
Two ways to give money back, and the credits. A single refund is made from the payment's own row (the Ledger, a member's fees under Members › Payments, a coach account): the desk reads the club's refund policy, quotes what it says, and lets you choose. A bulk refund refunds a whole race, race day or event in one run, for example when the club cancels. A credit is a discount the club promised for a later race, not money held; the next checkout uses it before the card.
The Consumer Guarantees Act floor sits under every policy: a credit is always on offer, and when the club cancels before race day the full amount is always one of the choices.
Steps
- For one payment, press Refund on its row (on Members › Payments the button reads Withdraw + refund). The desk opens on Withdraw and refund.
Why, what the policy says, the choices - Pick Why (Athlete withdraws, Did not start, Club cancels the race, Club cancels on the day (weather), Paid for more than raced, Other). The line Policy (…) says: quotes the rule and the amount.
- Choose: Refund … (the policy amount, to the same card or by cash or bank, the card fee kept when the policy says so), Full …, Other with an amount, or Give a credit of ….
- Pick a Reason and add a Note to parent (optional), then press Withdraw + refund (or Withdraw + credit). The entrant gets the email.
- For many at once, open Members › Money reports › Refunds & credits and press Bulk refund. Under 1 · Who pick a Race, Race day or Whole event; under 2 · What pick Why, How much (What the policy says, Everything back, A credit for everything), whether to Keep the card fee out, and the Reason on the parent's email; press Preview.
Screenshot
money/refunds-and-credits-02.pngWho, What, Preview, then Refund now - In 3 · Preview, untick anyone who should not be refunded, then press Refund N now. A run that stops can be taken on with Continue or Retry N failed.
- The Refunds & credits tab lists every bulk run with its counts, and every Credit with what is left and when it expires.
What success looks like
The refund is a line on the Ledger with the receipt it reverses, the parent's email arrives, and on a card refund Stripe shows the same amount.
If something goes wrong
- Card refunds are not open for this club yet: the desk records a cash or bank refund instead; the money moves outside Race Bureau.
- A bulk run reads partial or failed: open it and press Retry N failed; the lines already done are not run again.
Related
- Previous: Refund policies
- Next: Coach accounts and the pay sheet
- How it fits: Money, from the entry to Xero
- Payments and refunds