As a club administrator, you can reverse charges and separately refund payments for members and non-members alike.
A reversal allows you to reverse or undo a sale. Reversing a sale ensures that the revenue and tax for that sale are also reversed.
The first step to initiate a reversal is to locate the line item, or line items that you would like to reverse. To do so, navigate to the member in question and select the previous or next invoice that contains the charge. Once you have found it, choose Manage Invoice.
Select the three dots to the right of the line item and select issue credit/refund.
<aside> 🔄 If the sale you need to reverse is a POS order charged to a house account, you can reopen that order. Reopening an order provides the flexibility to charge that same order to a different member, as well as to modify the order before closing it again.
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Reversing a line item works the same for open, or paid invoices. The item will be credited to the members balance.
If the invoice is unpaid you can also void the entire invoice to reverse all lines on it.
When you reverse an item on a member’s tab that will not put funds back onto their payment method. Instead that will credit the member’s balance.
In the case that you also need to return funds to a member’s payment method, navigate to the payments section and select the payment you would like to refund. This will allow you to refund that balance payment made by the member. Refunding a balance payment will increase the balance on their account.
<aside> ⚠️ Refunding a balance payment will NOT reverse the charges that member had initially intended for with that payment. If you need to both reverse the charges AND return the funds then you will need to reverse the sale and subsequently refund the payment.
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If a payment was made directly for a purchase (not via a house account charge) then you do not have the ability to issue a reversal separate from the refund.
Start by finding the payment you want to refund. You may search for the payment under the Reporting > Payments tab, or navigate to the Billing tab for a specific membership that you would like to refund and find it in the “Related Payments” section. Once you find the payment, click on it to expose the refund option. When refunding a payment made against an order or invoice, Clubspot will automatically reverse the line items on that order or invoice.
Unlike a refund for a balance payment, refunding a direct purchase will ask you to indicate which items on that direct purchase to refund.
