To record a refund you paid out via cash or paper check or to record a bounced paper check, you add a reversal to the original payment. You cannot simply delete a payment created through the an electronic gateway or a payment made by cash/paper check that has been included on a deposit in ShulCloud.
NOTE: When issuing a refund via a cash or paper check, make sure in your accounting system to write it against the bank account that received the deposit of the original payment.
Process Overview
- Choose to Edit the original payment
- Unapply some or all of the funds from the charge(s)
- Add the reversal
- Save the edited payment
Choose to Edit the original payment
Locate the payment you need to reverse, and click Edit.
Unapply some or all of the funds from the charge(s)
Next, unapply the payment from charges to leave funds "open." In the case of a bounced check, you would unapply the entire amount. In the case of a refund you have issued via cash or paper check, this could the entire original payment amount or just part.
To unapply the entire payment, uncheck the box(es) to the right amount the amount(s) applied to the charge(s) in the Allocations section of the page.
Add the reversal
Click the plus sign in the Prepayments, Reversals or New Donations area.
Enter the reversal date, choose Reversal from the Type dropdown, choose a Charge/Reversal Type, add a note to document any special circumstances around the reversal, and the amount of the refund issued or the amount of the bounced check.
NOTE: When you are refunding via cash or paper check a payment created through an electronic payment gateway, you must uncheck the box offering to refund the funds over the gateway. Otherwise, you will issue a second refund.
Save the edited payment
Once you click Save Payment, you will have a "negative payment" to cancelling out the original payment in the amount of the reversal.
Need to refund a credit card payment or eCheck/ACH payment created through a gateway? Click here to see how to do that in ShulCloud.