Handling split payments, refunds, and chargebacks accurately ensures that registrant financials stay up to date and error-free. These features give staff the tools to resolve billing issues, correct mistakes, and reflect shared payments with ease.
How do I split a payment?
Click Add transaction, then choose the original payment type.
In the right navigation panel, complete the following:
Account (if applicable)
Amount – "Registrant's name": Enter the amount this registrant will pay
Add split: Enter the name of the second registrant
Amount – "Split payment registrant's name": Enter the amount the second registrant will pay
Notes
Repeat for additional registrants as needed.
Click Save.
How do I remove a split payment?
Go to the Financials tab of the registrant’s profile.
Locate the split in the financial summary.
Enter “0” in each split payment field.
Update the original registrant’s amount field with the total payment.
To assign a new split, follow the instructions in the section above.
How do I refund a credit card payment?
Open the registrant’s profile and go to the Financials tab.
Click the Edit icon next to the credit card payment.
In the Edit credit card payment section, click the Edit icon next to the line labeled Credit card (Visa: Capture).
Scroll to the Credit payment section.
Enter the refund amount.
Click Credit.
How do I refund a check, cash, wire, or PO payment?
Click Add transaction, then select the same payment type originally used (e.g., Add cash payment).
In the right panel, enter:
Date
Amount (use a negative value, e.g., -100.00)
Check number, Name on check, PO number, or Reference number (as applicable)
Notes (if needed)
Click Add.
The refund will appear as a line item in the financial summary.
How do I record a credit card chargeback?
Go to the Financials tab and click the Edit icon next to the relevant credit card payment.
In the Chargeback section, enter:
Notification date
Case number
Reason code
Charge date
Reference number
Amount
Notes
Click Chargeback.
Credit with Cash, Check, PO, or Wire Transfer
To issue a credit via Cash, Check, PO, or Wire Transfer choose the appropriate choice from the "Add Transaction" dropdown.
To issue a credit tick the radio button next to "Yes, this is a credit".
Doing so will present new options for choosing the Payment(s) to credit as well as the Allocation(s) table. The allocations are used to determine which charges are being credited and by how much. In many cases a single charge will be credited.
When crediting multiple charges the Amount Total will be calculated as the allotments are allocated to the individual charges. Note that a single credit can be issued across multiple payment types, with the exception of credit card credits.
❌ The credit cannot exceed the paid amount regardless of whether a single charge or multiple charges are being credited.
Canceling Payments
With the credit linking also comes a restriction on deleting payments. A payment will need to be canceled instead of deleted. This will retain the history in the admin while preventing the payment from showing in the public view of the financial summary.
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.