How to | Process Refunds

This article will guide you through the member refund process.

Good to Know:

• Refunds can take around seven business days to reflect on your consumer’s credit card statement; the timing depends on the cardholder’s financial institution and isn’t within Bambora’s control.
• You aren’t refunded the fees you were charged from the original purchase transaction. 
• There is a flat transaction fee for refunds/voids.
• To avoid the refund fee, you could refund with a check instead of refunding each transaction. Or change their next bill date as if they had pre-paid their tuition.

Contents

1. Processing through GB Members
2. Processing through Bambora

 

1. Processing a Refund through GB Members:

When you want to refund a FULL payment. 

1. Navigate to Member Profile: Log in to your GB Member's Software and find the member's profile you want to process a refund for.
   
   • Update the list you are searching based on their status: Active, Frozen, etc. 
   • Search their name in the left-hand menu
   • 
2. Access Billing Information: Click the "Billing" button from the member's profile.
3. View Payment History: Click "Show Payment History" to see all past transactions for that member.
4. Locate Transaction: Identify the transaction you want refunded by date, amount, or description.
5. Select full ammount or partial: Click "Refund Payment" next to the chosen transaction. Click proceed for a full refund. Enter a specified ammount and click proceed for a partial refund.

 

2. Processing a Refund through Bambora:

1. Login to Bambora: Access your Bambora account using your login credentials.
2. Go to Recurring Billing: From the left-hand menu, select "processing" then "recurring billing"
3. Filter by Account ID: In the "Filter" section, choose "Account ID" from the "Where" dropdown.
4. Enter Billing ID: In the "From" field, enter the member's "Billing ID" within their billing profile on GB Members.
5. Refresh and Access History:
   • Click "Refresh" at the bottom of the page to update the results based on your filter.
   • Then, click "History" within the displayed billing profile.
6. Select Transaction and Initiate Refund: Click on the transaction you want to refund and choose "Return Transaction."
7. Specify Refund Details:
   • Refund Amount: Choose to refund the full amount or enter a specific amount for partial refunds.
   • Order Number: Leave as is or rename for preference.
     • Note: Use unique order numbers for multiple refunds.
8. Process Refund: Click "Process" to initiate the refund.
9. Send Confirmation (Optional): Click "Send Email Receipt" to send a refund confirmation email to the member.

*Review this article for more details on refunding through bambora.

 

Additional Notes:

• After processing the refund, we recommend adding a note in the member's GB Software profile to document the transaction and the purpose of the refund.