Refund a Non-Credit Card Donation

If a donor sent the wrong amount as a donation or made a mistake in purchasing online tickets to an event, it may result in the need to process a donation refund.

Create a Negative Donation Record

Before beginning this process, we recommend locating the record of the original donation transaction that will get refunded. 

1. Navigate to the Donors page.
2. Search for and select the donor.
   
   
   
3. Click Add Donation in the left-side menu.
4. Reference the original donation record to fill out the necessary fields and create a negative donation record, then click Process at the bottom of the page.
   • Ensure that all information entered except 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 a donor profile is not designated as a vendor, follow the steps to designate a profile as a vendor before moving on. 

1. Navigate to the profile.
2. Click Vendor beside the Profile Is field.
   
   
   
3. Click Create Voucher in the left-side menu.
4. Enter the voucher details into the Create Voucher and Items windows, then click Save at the bottom of the page. 
   
   • Required fields include:
     • Voucher Date - enter the voucher date.
     • Fund - this must match the fund for the donation.
     • Expense Account - select the bank account you are using to cut the refund check.
     • Description - enter a description for the voucher.
     • Unit Cost - the donation amount that your Foundation is refunding.
       
       
       
5. Click Post & Get Approval in the left-side menu.

Pay the Voucher

1. Navigate to the Accounts Payable page.
2. Click the Vendor Name.
   
   
   
3. Complete the Pay Vouchers and Open Vouchers windows, then click Next.
   • You must enter a Payment Account, Payment Date, and select a voucher to pay.
     • To select the voucher, check the box on the far right for the voucher you are refunding.
       
       
4. Add memo details, if applicable, then click Create Checks.
   
   
5. Print & Post Checks as you normally would.