Refunding Payments for Memberships

You can use Zenoti’s Appointment Book to refund the purchase price of memberships, either partially or fully. To refund an amount paid for a membership, you can either use a single payment type or split the amount across various payment types enabled for your organization (such as cash, credit cards, gift cards, and checks). You can use any payment type for the refund, irrespective of the original mode of payment. You can also choose to issue a prepaid card worth the purchase price of the membership, which the guest can redeem later.

However, if you are using integrated payment processing or Automatic Clearing House (ACH) payments, remember the following points:

  • You can refund through a credit card only if the guest has used a credit card for the payment.
  • You can refund through ACH payment only if the guest made an ACH payment.
  • You can refund up to the maximum amount that the guest paid through a credit card or an ACH payment.
  • You can refund credit card or ACH payments in the form of cash or prepaid cards.

When you refund payment made for a membership, the system gives you the option to close the membership, and if it is a recurring membership, you can stop all the recurring payments.

Memberships that are fully refunded are no longer valid and have all the membership benefits revoked. However, if you process a partial refund, the membership credits are reduced accordingly, but the service credits and the discount benefits remain unchanged.

To Refund a Membership

  1. Click the Appointment tab on the main menu to open the Appointment Book, if you have not already done so.
  2. Navigate to the Refund Invoice window in one of the following ways:
    • If you know the invoice or receipt number, search for it.
      Learn more: Search for an invoice or receipt.
      On the Search for an Invoice or Receipt window, do the following:

a. Click Show. The Invoice and Payment details window appears.

b. Click I want to>Refund Invoice.

a. Select the Memberships tab.

The tab displays a list of all the memberships purchased by the guest.

b. Look for the invoice whose value you want to refund, and then:

i. Click  in the Refund column of the invoice, or

ii. Click the invoice number, and then click I want to>Refund Invoice.

The Refund Invoice window appears.

  1. On the Select Items page, select the membership you want to refund.
  2. A dialog appears asking you to enter the reason for the refund in the Comments box. Enter the comments.
  3. Optionally, select the Close membership checkbox if the guest wants to discontinue the membership after the refund, and then click Save.
  4. Enter the amount to be refunded in the Refund Amount field.
    The refund amount cannot exceed the remaining membership balance. Also, when processing a refund, the tax that was received on the amount is deducted from the relevant accounts for the center.
  5. Click Select Refund Mode.

    The Payment Methods page appears, where you can choose to refund the amount in one of the following ways:

To Refund Using One or More Payment Types

  1. On the Payment Methods page, select Refund amount can be split across one or more below options.
  2. Based on the payment type you want to use, enter the amount in the corresponding box in the Paid Amount column.
    You can also split the refund amount into multiple payment types.
    The page provides the following options, select as appropriate:

Payment Type

Description

Cash

Allows you to refund the amount in the form of cash.

Enter the amount in the corresponding box in the
Paid Amount column

Check

Allows you to refund the amount through a check.
Enter the amount in the corresponding box in the
Paid Amount column, and then click the
Transaction Details icon  to enter the check details.

Credit Card

Allows you to refund the amount to the credit card that the guest had used to pay for the service.

You can integrate payment gateways with Zenoti for easy payment collections and refunds using credit cards.
Learn more: Refunding an online credit card charge.

Enter the amount in the corresponding box in the
Paid Amount column, and then click the
Transaction Details icon  to enter the card details.

Custom

Allows you to refund the amount using a type other than the available payment types. For instance, if your organization has a tie-up with a corporate and the bills are raised to the corporate organization rather than individual guests, the amount for the service is refunded to the organization.

Enter the amount in the corresponding box in the
Paid Amount column, and then click the
Transaction Details  icon to enter the payment data details.

Gift Cards

Allows you to refund the amount to a gift card if the guest used a gift card to pay for the service.

Learn more: Refunding a Gift Card Payment.

  1. Click Refund.
  2. If you had selected Credit card, Check, or Custom, in the previous step and had not entered the transaction details then, the Transaction Details window appears asking you to enter the details. Enter the details, and then click Save.

    Note: For integrated credit processing, you are not required to enter the card details, since Zenoti automatically refunds the amount to the card from which the amount was received. However, if the payment was made through a debit card, you will receive an alert to swipe the debit card, after which, Zenoti completes the refund process.

    The POS window appears displaying the refund invoice with the
    payment type details and displays the refund amount as a negative number.
  3. To change the payment type, click the edit icon next to the payment details.
  4. Close the invoice by selecting either Print  or Email .

To Issue Prepaid Cards

  1. On the Payment Methods page, select Issue Prepaid Card, and then click Refund.

    The POS window displays the refund invoice with the prepaid card value (equal to the refund amount) and a number for the card is assigned automatically.
  2. Close the invoice by selecting either Print  or Email .
Have more questions? Submit a request

Comments

Powered by Zendesk