Canceling Registration/Refunding Payment

To cancel a registration with payments:

  1. Open the individual’s registration record.

Important: if the registration is grouped with others, you must ungroup the registration BEFORE you proceed.

  1. Click the Payments button to open the Payments screen.
  2. Select the appropriate Payment record to refund (if more than one payment record exists for the registration).
  3. Click the Refund Wizard button to start the Refund Wizard.

  1. Select the appropriate refund options:
    • Refund to Student, Escrow, or Proxy's Escrow.
    • Amount to Refund. Note: if you select Fixed Amount, Total Paid Minus a Fixed Amount, or Percentage of Total, you must also enter the additional information (e.g. fixed amount to keep, percentage to refund, etc.).

    • Determine if you want to cancel the registration and zero out hours/ceus/credits.
    • Select a Refund Description. This will be used as the Fee Adjustment Description.
    • Enter a Registration Note if desired. This is stored in the Registration Note field on the registration record.

  2. Click the Process button.
  3. The system will ask you to confirm the refund. Click Yes if the information is correct.

  1. If using the Electronic Credit Card Interface and refunding to a credit card, see Credit Card Refunds for more information.
  2. If you've created billing records for this registration, the system will ask you if you want to void the billing records. Select the appropriate option. Note: if you will be charging the registrant a cancellation fee, you can void the billing then create a new billing record with the cancellation fee amount after the refund procedure has been completed.
  3. If part or all of the registration was paid by a Gift Card, the amount will be refunded back to the gift card:

  1. The system will now do the following:
    • Create a new payment record with the Pay type of 'Refund'.
    • Assign the receipt number from the original payment but replace the 'C' (Credit) with an 'R' (Refund). For instance, if the receipt number on the original payment was C0000121, the refund's receipt number will be R0000121.
    • Add a fee adjustment to the Additional Charges window with the description you entered in Step 5d, and update the Total Due.  
    • If you selected the option--the registration will be canceled and the CEUs/Hours/Credits will be zeroed out.
    • If you chose the Proxy's Escrow, a note is entered into the canceled registration record with the name of the person who received the Escrow refund.

  2. If you want to print a receipt, click the Print Receipt and Close button.  Otherwise, click the OK/Close button to close the Payment screen.

 

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