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.

Create a Negative Donation Record

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. Click Add Donation in the left-side menu.
4. Reference the original donation record to fill out the applicable Add Donation fields, and then click Process at the bottom of the page.
   • Ensure that all information entered except the Donation Date and Amount match 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. The next step is to create a voucher to refund the donor.  

Create a Voucher to Refund the Donor

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. Click Create Voucher in the left-side menu.
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.