Here is how to issue a refund on TroopTrack.
First we need to start with an original purchase that we want to refund. We will use the following as an example purchase. This particular purchase/payment was for 2 events within the troop that Hermione paid for in behalf of herself and Sara Groove and some additional guest friends. Here’s the original purchase for $170:
You’ll notice there are three items here - two items to an event called “Let’s camp” and one ticket to another event called “Afasdf”. To see this purchase you can go to Manage > Orders. The Orders page allows any user to see past orders/purchases of anyone within their ability to manage (self, household, unit, or troop-wide).
Now let us say that Sara Groove can’t make it to the “Let’s Camp” event and needs a refund for herself and her friends.
To issue this refund we will need to take a look at the “Let’s Camp” event payment page. To do this go to the event page for “Let’s Camp” and click on Attendance > View All Payments. Then you should see the payments for this particular event like this:
It is Sara’s $100 payment that we want to refund.
On TroopTrack each payment is transferred first to the troop’s primary/main account, then transferred to a specific event account. This is to help keep funds organized and categorized. So we should also be able see these payments (and Sara’s $100) reflected in the event account where the money was transferred to. To see the event money account, go to Manage > Money > Accounts, and find the specific event account. If you go to the money account for the event account you will see this:
Note the transfer from the main account to the event account for Sara Groove’s ticket.
So to refund Sara I will need to click the “Refund” button on the “Let’s Camp” event payment page. Remember, to get there you go to the event page for “Let’s Camp” and click on Attendance > View All Payments. Once I hit the “Refund” button here’s what happens next.
TroopTrack will reverse the transfer from the main account to the event account for Sara’s ticket. Once the “Refund” button is clicked, the event payments page should look like this for Sara’s payment:
And the event money account should look like this:
At this point in the process you (or other troop leadership) will have to decide what to do with the $100 from Sara’s refund. For example, are you going to refund actual money via Stripe, PayPal, Check, Cash, etc or are you just going to credit the money back to her TroopTrack money account or Hermoine’s TroopTrack money account?
Either way, you will need to create the appropriate refund transaction manually. TroopTrack will reverse the funds to be in the Troop primary and main account. But from there, you will need to decide where it goes as TroopTrack can not automatically assume how a refund is going to be delivered. We ask that troop leadership take this final manual step is assigning where the money should go and annotate it as so within the troop. So if you refund actual money via Stripe, PayPal, Check, Cash, etc then you will want the transaction recorded and posting to your default primary / main troop account to reflect that. If you are going to refund them with a credit to a TroopTrack money account, then you will want to record it and post it to an appropriate money account to reflect that as well.
If you have any questions about refunds, feel free to reach out to firstname.lastname@example.org.