Managing registrant financials requires precision to ensure your event's books stay balanced. This article covers the essential steps for handling shared costs, issuing refunds across different payment methods, and recording chargebacks. Mastering these tools help you quickly correct errors and provide a seamless billing experience for your attendees.
How do I split a payment?
Splitting a payment allows you to divide a single transaction among multiple registrants. This is particularly useful for group bookings or shared expenses where one person pays on behalf of others.
Click Add transaction, then choose the original payment type.
Once in the right navigation panel, locate the Amount field for the primary registrant and enter their portion.
Click Add split and enter the name of the second registrant.
Enter the specific amount in the Amount field next to the second registrant's name.
Repeat these steps for any additional participants as needed.
Click Save to finalize the distribution.
How do I remove a split payment?
If a payment was split in error or needs to be consolidated back to a single person, you can manually reset the values in the financial summary.
Go to the Financials tab of the registrant’s profile.
Locate the split transaction in the financial summary list.
Enter 0 in each of the split payment fields to clear the secondary registrants.
Update the original registrant’s Amount field with the full total of the payment.
Click Save to update the records.
How do I refund a credit card payment?
Credit card refunds are processed directly through the payment gateway interface within the registrant's profile to ensures funds are returned to the original card.
Open the registrant’s profile and go to the Financials tab.
Click the Edit icon (pencil) next to the specific credit card payment.
In the Edit credit card payment section, click the Edit icon next to the line labeled Credit card (Visa: Capture).
Scroll down to the Credit payment section.
Enter the specific amount you wish to return.
Click Credit to process the transaction.
How do I refund a check, cash, wire, or PO payment?
Refunds for non-electronic methods like cash, checks, or wire transfers are recorded as negative transactions to balance the ledger.
Click Add transaction, then select the original payment type used (e.g., Add cash payment).
In the right panel, enter the Date.
In the Amount field, enter a negative value (e.g., -100.00).
Enter the relevant Check number, Name on check, or Reference number.
Click Add to list the refund as a line item in the financial summary.
How do I record a credit card chargeback?
When a registrant disputes a charge through their bank, you must record the chargeback details to keep your event's internal reporting consistent with the bank's records.
Go to the Financials tab and click the Edit icon next to the disputed credit card payment.
Locate the Chargeback section.
Enter the Notification date, Case number, and the specific Reason code provided by the bank.
Input the Charge date, Reference number, and the disputed Amount.
Click Chargeback to save the entry.
How do I issue credits for offline payments?
You can issue credits for Cash, Check, PO, or Wire Transfers by linking the credit to specific charges. This ensures the "Amount Paid" reflects correctly against the "Amount Owed."
Select the appropriate payment method from the Add Transaction dropdown.
Click the radio button next to Yes, this is a credit.
Use the Allocations table to select which specific charges are being credited.
The Amount Total will automatically calculate as you allocate funds to individual charges.
❌ The credit cannot exceed the paid amount regardless of whether a single charge or multiple charges are being credited.
Canceling Payments
To maintain a complete audit trail, the system restricts the deletion of payments that have credit linking. Instead of deleting, you must cancel the transaction.
Select the payment you wish to remove.
Click Cancel Payment.
This action retains the history for administrative purposes while ensuring the payment no longer appears on the public-facing financial summary or affects the balance due.
Accurately managing refunds, chargebacks, and shared payments supports clean financial records and ensures registrants are billed and reimbursed correctly. Use these tools to resolve issues efficiently and maintain consistency in the financial summary.