Summary

This guide explains how to process a full or partial refund using a credit note, either manually or automatically. It also details the related reports and information available for credit notes.

General Information

• A credit note applies a refund to a specific registration.
• The budget report and registration report display credited amounts.
• The refund can be processed:
  • Manually via your Paypal or Global Payment account (by entering the transaction number in the comment field).
  • Automatically if using a Global Payment client account or Paypal v2.

Procedure – Manual Refund

1. Access the invoice
   • Open the Billing menu and locate the invoice to be refunded.
2. Open registrations
   • Click the icon to access registrations.
3. Initiate the refund
   • Click the Refund icon.
   • The registration is cancelled and an amount to credit is displayed.
4. Modify the amount to credit (if needed)
   • Edit the registration and adjust the Amount to credit field.
   • Add a comment if necessary.
5. Create the credit note
   • Click the arrow to the left of the invoice number.
6. Payment of the credit note
   • A new invoice (credit note) is generated.
   • Click Pay credit note to cancel the amount due.
   • Enter a negative amount in the Amount paid field and choose a date.
7. Verification
   • Check that the total and refunded amount are identical.
   • The credit note appears as paid in the Billing menu.

New credit note view

• A column displays the credit note number associated with each invoice.
• The invoice date also indicates the link to the credit note.
• The original invoice number is shown in the credit note (edit and payment).
• The PDF text is editable, unlike pre-programmed comments.
• In the Billing menu export, the “Credit Note” label appears.
• This information is visible in the Payment menu and budget reports.

Tips and Tricks

• For a surcharge to appear in the report, it must be added to the original invoice.
• Total session revenue = total revenue + surcharge column.
• To add a surcharge:
  • Create a new registration in the session.
  • Enter the amount in the Fee field.

Procedure – Automated Refund (Global Payment or Paypal v2)

1. Access the invoice via the Billing menu.
2. Open registrations.
3. Click Refund to cancel the registration.
4. Modify the Amount to credit if necessary.
5. Create the credit note by clicking the arrow on the invoice.
6. A credit note is generated automatically.
7. Click Create refund.
8. In the new section, click Prepare refund.
9. Finish by clicking Submit.
10. Access the Refund menu to see the list and status.

Successive Partial Refunds

• It is possible to issue multiple refunds for the same invoice.
• For each refund:
  1. Create a new credit note linked to the original invoice.
  2. Wait up to 5 minutes for the blue arrow to appear.
  3. To view or modify the refund amount:
     • Edit the credit note.
     • Check or adjust the negative amount in the surcharge field (never exceed the remaining amount).
     • Save.
  4. Return to Billing, then:
     • Click Create refund.
     • Click Prepare refund.
     • Click Submit.