Money & invoicing~7 min · 6 steps

Refund with a credit note

Reverse part or all of an invoice (as account credit or a real card refund) with clean books.

1
Open the paid or partly paid invoice
Open the correct invoice in Money → Invoices, check its client, payments and remaining balance, then Issue a credit note. A partly paid invoice can also be eligible. Use the available Void it action for an eligible unpaid manual invoice; use Write off a balance for an uncollectible debt.
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2
Choose lines and amounts
Under What are you crediting?, verify the invoice line and enter the amount to credit. Use + Add line for another eligible line. Check the displayed limit; a partial credit is allowed. Use the saved amount after any multi-course discount. Cancelling a registration does not retroactively remove discounts from other courses already billed.
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3
Choose the destination
Select Account credit to leave value for the family’s next purchase, or Refund to the original payment method to return eligible payments. Read any unavailable-method explanation before continuing. The accounting treatment depends on the invoice’s settled and unpaid portions. A credit note is not proof that a card refund has completed; verify the refund outcome in Transactions. A recorded payment refund reduces spending used for per-dollar loyalty points. A credit note alone is not a completed payment refund. Cancelled registrations are excluded from both earning modes; already issued loyalty account credit is preserved.
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4
Explain the credit
Enter a clear reason, such as a cancellation or an overcharge. This appears on the credit note, so describe the adjustment in terms the family can understand.
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5
Review and issue
Recheck the client, amount and destination. Choose Issue & email client to issue and notify, or Issue without emailing when appropriate. Read any error before retrying; do not issue a second credit just because an email is delayed.
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6
Review stock returns and grouped credits
A partial credit is limited to the amount still creditable, including applicable taxes. Review any offered stock-return choice separately from the money adjustment. For several programs, use bulk credits and check whether registrations should stay active. A refund is complete only when its payment result confirms it.