How to Refund an ACH or Credit Card Payment on an Invoice

Note 1: Before refunding an ACH, please confirm a minimum of 10 business days have passed since the payment was made.

Note 2: After refunding an ACH, please notify the family that the refund may take up to 10 business days to process.

1. Sign in to a PlayerFirst website.

2. On the left navigation, click Sales > Invoices.

3. Use the search and filters to find the invoice you want to refund.

4. Click the invoice number to open the invoice.

5. Under Payment Schedule and History, click on the payment you wish to refund.

6. Click Refund. (Note: If the ACH has not settled, the Refund button will not appear. Once it is settled the Refund button will appear)

7. Gross Amount: This will default to the total amount paid by the client on the selected payment. To refund the item in full, make sure this amount is equal to the full item cost. If refunding multiple items, the refunded amount should be the sum of all items being refunded.

8. Admin Fee: Skip this section.

9. Admin Fee Division: Skip this section.

10. Method: This will default to the Original Electronic Payment Method (ACH in this case)

11. Click Process Refund.

12. The refunded amount will now show under Balance as a balance due.

13. Remove Pending Reversal charge created by PlayerFirst

14. Click Review Payment: Create Prorate for the Refund. Under Invoice Items, click the refunded item(s).

15. Confirm that the balance on the invoice now shows as $0.

16. Admin Notes: Add a note with today’s date, a brief explanation of the actions taken, and your initials.