Managing financial adjustments like refunds or credits is an essential part of any membership-based platform. In MemberClicks, creating a credit memo is straightforward and can be done in a couple of different ways depending on your specific use case. Below is a complete guide to help you issue credit memos correctly and efficiently.
Option 1: Refund via Invoice (Online or Offline)
This is the most direct method to issue a credit memo and includes the option to refund through the original payment processor.
Steps:
- Navigate to Financial > Invoices.
- Find and click the relevant invoice number.
- In the invoice details page, click the REFUND button.
- In the pop-up window, enter the amount to be credited in the Credit field and click REFUND INVOICE.
- A credit memo is automatically created. Scroll to the bottom and click SETTLE.
- Choose how to settle the refund:
- SETTLE ONLINE: Refund is processed through the payment gateway (if eligible).
- SETTLE OFFLINE: You handle the refund manually (via check, cash, etc.).
- Once settled, the credit memo status will change to Paid.
Option 2: Credit Memo via Form Submission Edit
If the credit results from changes in a form submission—like removing a paid item—use this method to adjust both the form and the invoice accordingly.
Steps:
- Go to Forms > Form List and click the Submissions count for your form.
- Find the relevant Submission ID, then click Edit.
- Modify the form selections as needed (e.g., remove a ticket or paid option) and click Save.
- A prompt titled Submission Price Changes will appear. Click Create a new credit memo.
- Enter the required information:
- Add a line item with the refund amount and description.
- Choose the appropriate Revenue Account.
- Select the Payment Processor (typically for recordkeeping).
- Pick an Invoice Template.
- Click Save to generate the credit memo.
- Open the memo, click Manage Invoice, and select SETTLE → SETTLE OFFLINE.
Note: Refunds created via edited submissions must be handled offline. You’ll need to issue the actual refund manually outside of MemberClicks.
Which Method Should You Use?
| Scenario | Refund via Invoice | Credit Memo via Form |
|---|---|---|
| Direct refund for payment | ✅ Yes | ❌ No |
| Form submission update required | ❌ No | ✅ Yes |
| Online refund desired | ✅ Yes | ❌ No |
| Manual refund only | ✅ Yes | ✅ Yes |
Final Notes
- Online refunds typically return to the user’s account within 48 business hours.
- Offline refunds must be settled manually, and it’s essential to log them properly within MemberClicks.
- You can track all credit memos and refunds via the Transaction Report under the Financial section.
By following these steps, organizations can maintain clean financial records, streamline refund processes, and ensure accurate reporting within the MemberClicks platform.