Issuing Refunds
Refunds are issued from the portal so that the money, the records, and what the payment bought stay in sync — the payment’s status updates, the family gets an email, and registrations, balances, or stock are reversed with it.
Where to refund
Section titled “Where to refund”The Refund button appears on:
- a row in Admin > Transactions and on the transaction detail page
- a payment in a family’s Billing tab, where line items can be selected individually
- the transaction detail page of a snack-cart order, as Refund concessions order
Only payments in Paid or Partially refunded status can be refunded.
Refunding a payment
Section titled “Refunding a payment”- Click Refund to open Issue Refund
- Choose Full remaining to refund everything not yet refunded, or Specific items and tick the line items to return. Tax is prorated automatically; tax and processing-fee lines cannot be picked on their own, and lines already refunded are hidden
- Check the Refund amount shown
- Leave Also reverse fulfillment (cancel registration / restore balance / restock) ticked unless you only want to move money — for example a goodwill credit on a class the child is still attending
- Enter a Reason (required — it appears on the transaction’s refund list)
- Click Refund $X
Stripe returns the money to the original card; the transaction’s status becomes Refunded or Partially refunded. If part of the reversal could not be completed, a warning toast tells you what to review by hand.
What reversal does
Section titled “What reversal does”Reversal depends on what was bought: a refunded lesson line cancels only that registration (the rest of the order stays), a guest-pass or popsicle refund restores the balance, a merch refund reverses the order, a dues refund reverses the ledger credit. Cancelling a lesson from the lesson admin with a refund uses this same path.
Snack-cart orders
Section titled “Snack-cart orders”Refund concessions order lists Items to refund with checkboxes and asks for a Reason. Refunded items are restocked. Snack-cart payments that went through the register’s own ledger are always refunded through this dialog, never as generic line items.
Who is told
Section titled “Who is told”The family’s login holders receive a refund email. For guest payments — a guest pass or snack-cart sale paid by a non-member — the email goes to the address captured at checkout.