How to Refund a Parent

Method 1: Refunding a Specific Credit Memo from the Finance Module

Step 1: Open the Finance module and navigate to the Invoices and Credit Memos tab for the desired period (e.g., April).

Step 2: Access the filter options and choose Credit Memos as the filter type.

Step 3: Close the filter menu and click Apply to show only credit memos for that period.

Step 4: Locate the sponsor in the list (e.g., Marvin) and find the appropriate credit memo (e.g., $63.13).

Step 5: Click the refund icon next to the chosen credit memo to start the refund.

Step 6: Within the refund window, select whether to:

• Apply the credit to the sponsor’s account for future use, or

• Refund the amount directly (e.g., e-transfer).

Step 7: To refund directly, pick e-transfer or the suitable payment method.

Step 8: Specify the date the payment will be made.

Step 9: Click Submit to record the refund.

The transaction will be recorded, but you must still process the actual payment outside of ChildFriendly.

Method 2: Refunding via the Payments and Refunds Section

Step 1: If not filtering by credit memo, go to the Finance area and click the plus (+) icon at the top of Payments and Refunds.

Step 2: Choose New Payment or Refund to bring up the entry form.

This screen lets you select the sponsor, refund date, and view current invoices and credits.

Step 3: Set the transaction type to Refund in the top-right of the screen.

Step 4: Search for and select the sponsor to refund (e.g., Marvin).

Step 5: Enter the refund date.

Step 6: Input the refund amount and pick the payment method (e.g., e-transfer, cash, etc.).

Step 7: If multiple credit memos are present, choose all that apply (e.g., select “all” for a combined refund).

Step 8: Click Submit to record the refund.

The refund will be reflected in the sponsor’s account records.

Method 3: Refunding All Credits from the Sponsor’s Ledger

Step 1: Access the relevant family profile (e.g., Amber Hastings).

Step 2: Go to the family’s Ledger to review all transactions.

The ledger displays a Credits column by sponsor and a dollar sign icon for refunds.

Step 3: Click the dollar sign ($) next to the account in the Credits column to begin the refund.

Step 4: In the refund window, review and adjust as needed:

• Process date

• Refund amount (adjust if refunding less than the total) and the date

• Line item description (e.g., “Refunding regular tuition”)

• Payment method (e.g., e-transfer, cheque, cash)

Step 5: Click Create Refund to record the refund.

The refund will now appear in the family’s finance tab and the credits on their account updated to 0, in that sponsor's ledger.