Articles in this section


  • Reimbursements

    Reimbursements

    A reimbursement is cash received as a repayment. To process a reimbursement in CommunitySuite, you will need to create a voucher and choose the vendor you want to reimburse. 

    The workflow for issuing a reimbursement is as follows:

    1. Navigate to the Vouchers page. Reimbursements1.png

    2. Click Create on the left side menu. Reimbursements2.png

    3. Choose the vendor to reimburse by name or Click [show list] to see the options.Reimbursements3.png

    4. Enter the Voucher Date, the Fund the voucher will be paid from, Reference Number, and Due Date.  
      • Optional:  
        • Attachments can be added to hold a copy of the invoice or related documentation.
        • Reduce Spendable: If checked, the voucher will be paid from the associated fund's spendable balance as long as default restrictions are set.
      Reimbursements4.png

    5. Enter the Expense Account, Description, Quantity, and Unit Cost.Reimbursements5.png

    6. Click SaveReimbursements6.png 
    7. Click Post on the left side menu. Reimbursements7.png

    8. Click Pay. Reimbursements8.png

    9. Choose the Payment Account and Payment Date. Reimbursements9.png

    10. Click the checkbox to the right of the open voucher. Reimbursements10.png

    11. Click Next.Reimbursements11.png

    12. Choose either Check Run or Elec depending on if you want printed checks or an electronic transfer.Reimbursements12.png

    13. Review the check(s) then click Create Checks.Reimbursements13.png

    14. The last step is to approve the check payment(s).

    The workflow to approve check payments is in this article: 

    Please reach out to your CSM or Support if you have any questions regarding reimbursements. 

  • Refunds

    Overview - Refunds

    In CommunitySuite, there are several places where a refund may occur. When you are considering performing a refund on an item for your first time, we recommend you reach out to your CSM first to verify the best way to process this transaction.

    Do not go into your payment processor and manually enter refund entries. CommunitySuite will not record these entries automatically. 

    Grants

    A grant that has had both a voucher and a check posted and paid, will have a refund option in the left hand menu.

    To refund a grant, please refer to this article:

    Scholarships

    If a school returns funding, a scholarship refund is needed. 

    To refund a scholarship, please refer to these articles:

    Invoices

    Any customer or profile payment that is created is created as a payment applied to an open invoice. You will need to create a negative invoice for the profile to issue a refund.

    To refund an invoice, please refer to this article: 

    Manual Admin Fee

    If this is your first time using a manual admin fee, please speak with your CSM or Support before proceeding. 

    Manual Admin Fees can be used by a community foundation to issue a refund. To use the manual admin fee as a refund you will need to put a negative amount for the admin fee.

    To learn more about manual admin fees, please refer to this article:

    Vouchers

    If you need to create a check to refund someone for purchasing tickets, you will need to refund the payment either fully or partially by creating a voucher. 

    To process a refund for a voucher, please refer to these articles:

    Credit Card Payment

    If someone gave money to your foundation via credit card and you recorded it but now need to refund the money, you will need to refund the donation or payment. 

    To refund a credit card payment, please refer to this article: 

  • Refund a Credit Card Payment 

    If this is your first time refunding a credit card payment, please speak with your CSM before proceeding. 

    Do not refund the credit card payment through the credit card payment processor. This transaction will not be automatically recorded in CSuite.

    Refund a Posted Credit Card Payment

    1. Navigate to the profile payment. All donations, invoices, credits, and vouchers are displayed in a box below the profile payment information.
      refund_1.png
    2. Select the ID of the item you would like to refund.

    3. Unpost and delete the item. If you are deleting an invoice, you will need to delete the payment associated with the invoice by either clicking the delete button within the highlighted box or by deleting the payment on the invoice page.
      refund_2.png

      refund_3.png
    4. Return to the profile payment.

    5. Click Refund Creditcard.
      refund_4.png
    6. Input the amount you would like to refund and click Refund.

    The original charge and subsequent credit item will display in the Till.

     

     

  • Create a Refund Check*

    If you need to create a check to refund a someone for purchasing tickets, generally, refunding the payment, either fully or partially, will require creating a Voucher.  

    If the person is not already a Vendor you will need tag them as a Vendor in their Profile.  

    • Find the Customer’s Profile page 
    • Select Make Vendor from the left side menu

    Now that they are a Vendor, a voucher can be made for the refund.

    The Voucher should expense the same account the original Invoice had for revenue to reflect the refunding of the income.  When the Voucher is completed, the transaction will be in Accounts Payable and a check can be written.  

  • Deposit a Payment

    After applying or accepting check/cash payments, follow the steps below to deposit them to the bank.

    1. Navigate to the Till.
      Deposit1.png

    2. Click Deposit To Bank from the left-side menu.
      Deposit2.png

    3. In the Deposit Cash/Checks from Till into Bank window:
      • Select a Bank Account.
        Deposit3.png

      • Enter the Deposit Date, which must be the day that the money was deposited.
        Deposit4.png

      • Check the boxes next to each payment Amount that you want to deposit.
      • Enter cash amounts (if applicable) in the Cash Deposited to Bank field.
        Deposit5.0.png

    4. Click Deposit
      Deposit6.png

    5.  To print a deposit slip, click Deposit Slip in the left-side menu.
      Deposit7.png
    If you make a mistake, select Un-Post and repeat the steps outlined in this article.
    Deposit8.png