Billing Refunds
Before you can process any refund, check with your billing provider that they support refunding payments and that your merchant account has this feature enabled.
Note: Make sure you're aware of your billing provider's associated refund fees, and settlement times.
To refund a payment the transaction must have a Settled status. To view the status of a billing payment, click once on the line item under a member's Account History and it will expand.
To process a refund, click the [Refund] button to open the refund modal. In the modal you can select charges to refund.
When refunding a charge, there is a Refund and Credit action that will negate the charge. This should be used when an erroneous charge was applied to the member's account.
An alternative refund action Refund and Pay Later is also available that will allow collection at a later date. This should be used when the payment was collected at the wrong time or using the wrong method.
Once charge actions are applied, the amount to return to the member's account will be calculated based on the initial unassigned credit and the total from refunded charges. If a different Refund Amount is required, then the value can be unlocked by clicking the edit button (pencil icon).
Once the refund is complete the member's account history will show adjustments for the payment, and any charges where the credit note resolution was chosen. The member's account will now be balanced with a negative payment and negative charge line items.
Refunding in Person Payments
Non-billing payments can also be refunded in the member's Accounts section. This action is only for record keeping purposes, refunding of money will still need to be processed outside of GymMaster.
To make a refund, use the [Adjustment] button at the top of a member's Accounts tab. Be sure to select 'Debit Note' as the adjustment type, this is used for reversing or refunding a payment. When choosing what to base the refund on you can select a previously made payment, or specify the payment method used.
- Payments: Used when you refund the member the same way they have paid you. e.g. They paid cash, you refunded them cash
- Payment Methods: Used when you refund the member a different way than they paid. e.g. They paid cash, you refunded them via Internet Banking
Note: This choice will affect how the refund is reported in your financial reports.
Need more help?
You can contact the GymMaster Support team if this article didn't answer your question, you had trouble following any of the instructions, or require further assistance.