Issuing Credits with Batch Credit Utility     

 

This document will walk you through issuing credits to patrons using a batch utility.  This utility is an efficient way to place Paid Credits or Courtesy Credits on the account of all or some participants in an activity or program in the event that they remain enrolled in the class or program but need an adjustment due to rain outs, reschedules etc. This utility will not remove a patron from a program or class roster.  

To issue a refund back to a credit card or by cash/check and delete a registration or reservation you will need to process those thru the patron information screens. 

If you provide a batch of Paid Credits using this utility and later want to issue refunds by cash/check or credit card back to some or all customers you will need to take a second step and issue those other forms of refund on a patron by patron basis.

 

NOTE:  You will need Administration rights within Sportsman.

Other resources:  See also Issuing Full and Partial Refunds

 

Please be aware of the difference between Paid Credits and Courtesy Credits.  Paid Credits on an account could be subsequently be returned to a customer via check, cash or credit card refund.  Paid Credits can also be transferred to other patrons.  Courtesy Credits do not have a cash value, cannot be further refunded and will stay on the account for future use.

 

This document will go over:

ü  How to locate the utility

ü  How to issue credits using this utility

ü  How to turn Paid Credits to cash, check or credit card refund

Locating the Batch Credit Utility

Log into Sportsman with Administrative access and navigate to File>Administration>Administrator>Tools>Apply Batch Credits. 

 

Issuing Credits using the Batch Utility

1.       Click on the [Select] button at the top of the screen (As shown below) to bring up the class or roster you wish to apply credits to. 

 

 

 

 

2.       Find the Program or Activity to bring up the roster you wish to apply credits to. (E.g. Adult Leagues 2020>Baseball>Minors) and click [OK]

 

TIP:  You can choose the full league/class or a specific team/class to apply adjustments too. In this case you could bring up the full Roster for Baseball or Minors or Eagles. 

3.       Select the patrons to receive the credit by checking the box next to their name in the left column.  You can also click on the [Check All] Button.  If some patrons will be getting different amounts of credit you will want select patrons getting the same amount, complete the batch credit process and then start over to select patrons getting another amount of credit.

 

4.      In the Credit Info panel select the Credit type, amount, adjustment category and enter a reason for the credit. There are two credit types.

 

When you enter an amount in the Credit Info panel notice that the same amount now shows in the column labeled “Credit to Pay”.

5.       In the Send Confirmation panel you can choose to provide an email or text notifications of the credit along with a custom message.

6.        When everything looks complete and reviewed click [OK] to process the credits.  There will be one or more confirmation screens to verify.

7.     Once processed the system will bring up a report showing the credits applied to that roster.  You can print or email that report or click [Close]

 

 

Issuing Refunds from Paid Credits

If you would like to ‘cash out’ paid credits for one more people you can do that thru the Patron account screens.  

1.       Bring up the “Manage Individual” screen by selecting a patron from the Look Up feature. 

2.       Click on the [View Financial Details for Current Individual] button

 

 

3.     On the “Account Details” screen, notice the amount of the credit in red font next to Unapplied Credits.    Then click on the [See Credit Details] button.

 

 

 

 

4.     On the “Credit Summary” screen notice that you can see more details of any credit highlighted in the list.   Click on the [Refund Credit] button.

 

5.     On the “Refund from Credit” screen you can complete the options to issue the credit by check, cash or credit card.  You can also issue all or only some of the paid credit.  Click the [OK] button to process.  Please note that your software may be configured to not allow credit card refunds to be processed thru the gateway that is integrated with Sportsman. If this is the case you may need to issue the credit card refund in another manner, outside of Sportsman.  In some cases, Sportsman may be configured to not allow cash refunds.  See your manager or Sportsman Administrative user for more information.

After clicking [OK] there will be name and address verification boxes and the ability to print a receipt.

 

 

 

SM:CR/POS:B:March20