The Goal: Process a credit card refund for a payment made through GrowthZone Pay or NAR Ecommerce, either from the Billing section or directly from a contact's record.
Before You Begin:
- If your payment processor is GrowthZone Pay or NAR Ecommerce, the refund can be performed directly through GrowthZone and will be processed by the credit card processor.
- If you are refunding a cash, check, or credit card payment from an outside processor, you will need to take the appropriate action (e.g., cut a refund check or process the refund through the outside processor).
- IMPORTANT: If you are using NAR Ecommerce, the full refund amount will be automatically debited from your local account.
Refund a Payment from the Billing Section
- Go to Finance, Billing section, click All Payments.
- Click the Refund Payments icon in the Actions column for the payment you wish to refund. NOTE: If the icon is not displayed, a refund has already been created for that item.
- Complete the following fields:
- Refund Date: Defaults to today's date. You may change it if necessary.
- Notes: Required field.
- Refund Items: The full amount of the fee items will be displayed.
- Refund Already Issued By Processor: If a credit card dispute was lost and the processor has already automatically refunded the member, select this option to record the refund in GrowthZone without issuing a second refund to the purchaser. This prevents income from being overstated.
- Open Balance Handling: Select Leave Invoice Open to re-open the balance on the invoice, or Write off the open balance to write it off.
- Click Done.
- If the member needs a record of the refund, go to the member's Billing tab and click the download or email icon for the desired refund in the Billing section.
Refund a Payment from a Contact Record
- Navigate to the desired contact and select the Billing tab.
- In the billing section, click the icon in the Actions column for the payment you wish to refund.
- Choose Create Refund and complete the fields as described above.
- Click Done.
Common Pitfalls
- No refund icon visible: If the Refund Payments icon does not appear in the Actions column, a refund has already been created for that payment.
- NAR Ecommerce auto-debit: For NAR Ecommerce, the full refund amount is auto-debited from your local account — be sure this is intentional before proceeding.
- Double-refund risk: If a dispute was already resolved by the processor, use the "Refund Already Issued By Processor" option rather than initiating a new refund, to avoid issuing a duplicate refund to the member.