Refund a Non-Credit Card Donation

If a donor sends a non-credit card donation with the wrong amount or makes a mistake in purchasing online tickets to an event, it may result in the need to process a donation refund. If a check was received by a donor and then was returned due to insufficient funds, then only the creation of the negative donation record needs to occur. There is no need to issue a refund.

Step 1: Create a Negative Donation Record

This step is necessary in both cases of creating a negative donation and issuing a refund. Before beginning this process, it is recommended to locate the record of the original donation transaction that will be refunded. 

1. Navigate to the Donors page.
2. Enter the donor name in the Search Donor field and select the donor from the drop-down list.
   
    
3. Locate the Designations section, and then click Add Donation
   • The Add Donation option is available from the main profile record and the donor designation record.
4. Reference the original donation record to fill out the applicable Donation fields, and then click Process at the bottom of the page.
   • Ensure that all information entered, except the Donation Date and Amount, matches the original donation record.
     • Donation Date - Enter the general ledger posting date for the refund.
     • Amount - Enter a negative amount matching the original donation.
       
       
        
5. Click Post in the left-side menu.
   • The negative donation record adjusts the fund balance. 

Step 2: Create a Voucher to Refund the Donor

If you need to repay the donor, create a voucher. Set the bank account that will pay the refund check on the expense line. The voucher will then not impact the fund balance. If the donor profile is not also designated as a vendor, add the vendor designation to the profile before creating the voucher.

1. Navigate to the profile.
2. Click Vendor.
   
    
3. Locate the Designations section, and then click Create Voucher.
   • The Create Voucher option is available from the main profile record and the vendor designation record.
4. Enter the applicable Create Voucher and Items information, and then click Save.
   • Required fields include the following:
     • Voucher Date - Enter the voucher date.
     • Fund - This must match the fund for the donation.
     • Expense Account - Select the bank account that will refund the check.
     • Description - Enter a description for the voucher.
     • Unit Cost - The donation amount to be refunded.
       
       
        
5. Click Post in the left-side menu.
   • If approval is required, click Post & Get Approval.

Pay the Voucher

1. Click Pay in the left-side menu.
2. Enter the applicable Pay Voucher information, and then click Create Check.
   • Account and Check Type are the required fields.
     • Account - The account used to pay the voucher.
     • Check Date - This defaults to the day of check creation.
     • Payment Amount - This is the amount of the voucher.
     • Check Type - Select check or electronic.
     • Memo Line - Enter a memo.
       
        
3. Approve the check.