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How can we add a credit to a member's account?

Updated

Introduction:

This guide explains how to create a credit memo in the system to manually adjust a customer’s account balance. Credit memos are typically used to correct errors, issue goodwill credits, or reconcile account balances.

Process description:

Creating a credit memo allows you to add funds to a customer’s account safely and accurately. The process ensures the account reflects the correct credit balance and provides a record of the adjustment for internal tracking.

Key elements in the credit memo include:

  • Starting Balance: The customer’s current credit balance before the adjustment.
  • New Balance: The updated credit balance after the adjustment, calculated automatically based on the amount entered.
  • Adjustment Type: Indicates that funds are being added (Credit).
  • Amount: The value to add to the customer’s account. Only positive numeric values are accepted.
  • Internal Note: Optional field for internal context or explanation of the adjustment. 

Prerequisites:

  • Permission to manage credits.
  • Knowledge of the amount to adjust and reason for the credit.
  • Optional: Supporting documentation for auditing or record-keeping purposes.

Step-by-step instructions: 

  1. Open the Credit Balance Adjustment module: 
    • Navigate to the member’s account.
    • Go to Memberships & Payments.

      • In the Balance Due section click the Adjust Balance button OR scroll to the Activity History and click the +Actions button then Add Credit Memo. 

  2. Review Starting Balance: 
    • Confirm the member’s current credit balance before making adjustments.
  3. Enter Adjustment Amount:
    • Input the positive numeric value to add to the account.
  4. Verify New Balance: 
    • Ensure the system updates the new balance based on the amount entered.
  5. Select Adjustment Type: 
    • Confirm that the adjustment type is set to Credit.
  6. Add Internal Note (Optional): 
    • Provide context for the adjustment if needed. 
    • This note is for internal use only.
  7. Submit the Credit Memo: 
    • Click the Apply button to save the adjustment. 
    • The customer’s account balance will reflect the added credit immediately.

Tips and best practices: 

  • Double-check the starting balance before making any adjustments.
  • Only enter positive values when adding credits.

Next steps:

  • Communicate with the member if the credit affects upcoming payments or services.

Additional information:
For detailed system instructions, see How do we use the Activity History on the Memberships & Payments screen?
 

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