Refunds
The refunds report is a detailed record that outlines all the refund transactions a business has processed within a specific timeframe, including information like the refund amount, reason for the refund ( link to article on Settings>Billing), the date the refund was issued, essentially providing a comprehensive overview of all money returned to customers due to overpayments, drops, or other reasons; it helps businesses monitor customer satisfaction, identify trends in returns, and manage their finances effectively.
How to Generate the Report
The options available for the generation of this report include the report period, refund category and the original payment method, as described below. Once the selections are made, user will select the Generate Report button.
| Report Configurations | Options | Description |
|---|---|---|
| Report Period | All Dates Custom (user defines) This Week This Month This Quarter This Year Yesterday Last Week Last Month Last Quarter Last Year |
Choose which inclusive dates are needed for the report data. Selecting All Dates will use all invoices, showing all refunds in the system. Select any of the custom options for obtaining a report based on a specific time period, or define your own Custom time period. Please note that this is for the date of the refund, not the date of the original transaction. |
| Refund Category | All Categories | This option is defaulted to All Categories, however the refund categories defined in the system will be available for selection on the drop down. This allows a quick look at refunds applied to a specific refund category. |
| Original Payment Method | All Payment Methods Credits Unknown ACH Cash Check Credit Card Debit Card |
This option allows the business to view refunds made to families by the original payment method that was used to pay the invoice. This option is defaulted to All Payment Methods, but can be filtered down to refunds that were made when the invoice was originally paid with credit card, or cash. This allows the business to track the types of payment methods for trend analysis purposes. |
If Report Period, Refund Category or the Original Payment Method options are changed after the report has been generated, the report must be regenerated by selecting the Regenerate Report button. The data will not be updated until that action is taken.
How to Read the Report
Once the report is generated, the exact date and time the report is generated is shown under the report title. There is a button called More in the upper right giving options to Print the report or Download CSV for capturing the data.
The contents of the report provides the detailed refund information as described below.
| Report Data | Description |
|---|---|
| Refund Date | The first column of the report shows the refund date. The newest refunds will be listed first, then chronologically to the oldest refund in the time period selected. |
| Refunded Amount | This amount gives exact amount refunded back to the family. |
| Refund Category | This is the refund category selected when the refund is made. |
| Issuer | This column contains the email address of the administrative person that issued the refund. |
| Transaction Date | This is the date that the original payment on the invoices was completed. |
| Transaction Amount | This is the total amount of the original payment to the invoice. Since often times the entire payment is not refunded, this column gives the insight into amount of refunds .vs. total invoice amount that was paid in the original transaction. |
| Payment Method | This is the payment method used to pay the original invoice that the refund is being attached to. |
| Payment Detail | If the payment method is Credit Card or Debit Card, the specific card information is given in this column to give the administration insight into the specific card used on the payment, as to allow a refund to be processed back to the original card used. Families are allowed to have more than one card on file. |
| Invoice # | The invoice that the original payment was made against, and the refund is being applied to. |
