Refunding a Dues Payment

If you've had a member pay their dues and need to refund the payment, you will first need to establish where the transaction was processed:

Once the refund is issued, everyone should complete the Member Data Updates in Novi.

Customers using Novi Pay can process a dues refund directly in Novi.

From there you can update the membership information on the record to make sure the data matches.

There are multiple ways you can do this within the QuickBooks Payments Merchant Center. This QuickBooks Help Article will walk you through the steps:
​Void or refund transactions in QuickBooks Payments

When issuing refunds from QuickBooks payments, you will also need to create a manual refund receipt on your members account in QuickBooks Online to reflect that refund. Here is a video going over the refund process (hint: Skip to the section that says "Refund receipt says "Refunds for goods or services that didn't satisfy the customer". the process is similar for Novi customers!)

1. From the + menu, select Refund Receipt.

2. In the refund receipt window, choose the Customer from the drop-down menu.

3. If paid by credit card, select QuickBooks Payments - Credit Card as the payment method. Make sure to uncheck the checkbox that says "Process payment".

If you are issuing the refund by check:

4. Select Undeposited Funds as the Deposit Account (if choosing credit card).

5. Click the Product/Service drop­down and choose the product being refunded.

6. Make sure the refund Amount is correct, including tax. Then click Save and Close.

If you want to double-check that the refund went through, go back to the customer's list of transactions and you will see the refund.

NOTE: If the reason for the refund was due to a duplicate paid member record, you will need to go into Novi and merge the records. 

Lastly, you can update the membership information in Novi to make sure the member data matches.

For the complete process on refunding transactions through Stripe, you can reference Stripe's own help documentation here: Refund and cancel payments.

Once the refund is initiated, you can update the member data in Novi (below).

Once the refund has been issued through your payment process, its time to make sure the membership data in Novi reflects the correct membership status. For example, the member may now need to show as Expired or Non-Member.

Note: Manually changing the membership information is not something we recommend often. Manual changes have accounting implications. However, in this scenario, we took care of our accounting first. Now we are making the member data match.

To make the refunded member expired, you will need to manually edit the Membership Expires date. To do this, navigate to the Details tab of the record you are editing, and select the pencil icon next to the Membership Expires field.

This allows you to edit the date back to a date before today, making the member Expired. Once the date is edited, click Save in the top right corner.

If the dues payment you refunded earlier was the first dues payment from this member, it is possible you may now want the record to reflect a Non-Member status. To do this, in the Details tab, use the pencil icon to remove the dates from all of the date fields:

Lastly, you will remove the Designated Member Type and Save the record.

Learn More About Membership Status Types in Novi >>

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