Issuing Full and Partial Refunds in
Web
This document will walk you through
issuing a full or partial refund for any transaction in Sportsman Web. Typically, refunds are processed patron by
patron. It is important to keep in mind
that refunds can be full or partial and the patron can be removed from the
activity registration or reservation or can remain on it. There is also a batch utility for applying
refunds across the board, however this utility will
not remove or delete a registration or reservation. For Information regarding the Batch Credit
Utility, please see the Issuing Credits with Batch Credit Utility
document, or contact a Sportsman support representative at 801-572-3570.
NOTE:
Processing refunds requires Sportsman User permissions granted by your
Administrator. Completing a refund
directly to a credit card account is done through your credit card gateway if
you have integrated credit card payments with Sportsman. Some gateways will allow refunds through
Sportsman and some require you enter the refund manually using the payment
gateway’s website outside of Sportsman.
In some cases, a Sportsman site has been configured by an Administrator
to not allow credit card refunds through the Sportsman Application and must be
done in a different manner.
This
Document will go over:
ü Understanding
Refunds
ü How to
issue a FULL refund starting in the Profile Information
screen
ü How to
issue a PARTIAL refund via the Account Details
screen
Understanding Refunds
Full
Refunds are issued while also removing the
patron from the activity or reservation.
They will no longer be in the class or hold the reservation. Once the Full Refund process is completed,
Sportsman creates a Paid Credit or a Courtesy Credit for the amount to be
refunded (equal to the amount originally paid).
Paid Credits and Courtesy Credits can be left on account for future
use. Paid Credits can also be refunded
as cash, check or to a credit card. Many
recreation centers limit the types of refunds possible. For example, you can configure Sportsman to
not allow cash refunds.
Partial
Refunds are typically used when someone paid
the wrong fee, missed some classes or the amount requires an adjustment for
another reason. The amount generally is
a portion of the amount paid. In some
cases where you want to keep the patron associated with the reservation or
activity this Partial Refund process can be used to refund entire amount
paid. Similar to Full Refunds a Paid or
Courtesy Credit will be issued and Paid Credits can then be left on the account
for future use, or refunded as cash, check, or to a credit card.
The
primary difference between a full and partial refund is the participant is
removed in a full refund, but stays in the activity in a partial refund.
Important Note: Sportsman automatically issues Paid or Courtesy
credit based on the method of the original payment. If they used a traditional payment method
such as cash, checks or credit cards, they will receive a paid credit. If it was paid with a Courtesy Credit (aka
“soft credit”) they receive a Courtesy Credit.
Full Refund
To
begin, navigate in Sportsman Web to [Lookup Individual] then enter the
patron’s information in the Find Individual screen, click [Search],
then select the patron and either double click, or click [OK].
From
the patron’s Profile Information screen select the appropriate tab for
the item you will be refunding (such as Activity, Reservations, Rental). Find
the item or activity you wish to refund, and click on it to highlight it. Click
the [Delete] button to remove that item from the patron’s account.
Select
[Yes] in the Sportsman Decision screen to proceed to the Delete
Item screen.
The
Delete Item screen will show a breakdown of the original financial
transaction, allow you to give a reason for deleting the item, and choose
whether to charge a cancellation fee. Click [OK] to proceed to the cash
register.
From
the Cash Register, select [Checkout] to be taken to the Refund/Credit
screen. In the Refund/Credit screen you will choose the method of refund
(Cash, Check, Credit Card, or Credit to Account). Choosing Credit to Account
will place a paid credit on the account to be used at a later date by any
member of the household. You may also choose [Select New Recipient] to
apply the credit to a different patron’s account. Select [OK] to
complete the refund transaction.
Note: If you are issuing a
credit card refund, be sure to check if your payment processor supports refunds
and voids through Sportsman. If it does
not, you must enter the refund information directly on the payment gateway’s
website after you have completed the transaction in Sportsman. Be sure to follow all policies and procedures
used by the recreation center regarding refunds. Some customers disable credit card refunds
through Sportsman in their Site Configuration settings.
Partial Refund
To
begin, navigate in Sportsman Web to [Lookup Individual] then enter the
patron’s information in the Find Individual screen, click [Search],
then select the patron and either double click, or click [OK].
From
the patron’s Profile Information screen select [Account Details].
From
the Account Details screen select the item for which you wish to issue a
partial refund and click the item to highlight it. Select [Partial Refund]
to proceed.
In
the Apply Adjustments to Give Partial Refund/Credit screen you will
choose the amount to be refunded, choose the method of refund (check, credit
card, adjustment), enter a reason for the refund, and select how to handle the
balance on the item. Choosing “Apply Adjustment so Balance is Zero” is the
recommended option. Choosing “Leave Balance for Future Payment to Pay” will
refund the payment, but will still show as a balance to be paid. This option
can be useful in instances where parents want to split payments, or a patron
chooses to use more than one card. This option should not be chosen if the
patron should be getting a true refund.
Select
[OK] to complete the transaction. The Sportsman cash register will not
pop up and no other steps are needed.
SM:DMA:B:OCT21
