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 as opposed to simply crediting the member 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.
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.
If the member made a payment with a credit card, or via online bank transfer (ACH) you have the ability to issue a refund back to that method.
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. 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. Payments made to a member’s balance will not be associated with any line items and will not trigger any sales reversals.
If you are refunding a member’s balance payment that will not reverse specific sales. You may also want to do this in the case that the charge should be reversed.
Offline payments that are recorded through Clubspot like cash and checks can be refunded by selecting the payment and clicking Refund. This will adjust the member’s balance accordingly. It is important to remember that Clubspot will not send money to the member in any way so refunding an offline payment will not result in an automated refund for the member unless you return the money or write them a check. Refunds are helpful when an incorrect amount is entered or a payment is applied to the wrong membership and needs to be corrected.
<aside> 💡 Payments made directly for orders or invoices will automatically select the line items for that order or invoice when a refund is performed. This ensures that refunds for specific orders or invoices will reverse the sales for those items. Refunds on member balance payments, unassociated with a specific charge, will not reverse any sales credited to revenue accounts. Reversals can be triggered for specific items separately.
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