Payment Management

When an organization or facility is using the integrated online payment method offered (PayToday), all payment tracking is automatically done. When someone pays in a way other than this, such as cheque or e-transfer, manual tracking is required to ensure correct balance on the client's profile. Refunds are also (currently) manually tracked. 

To view/manage fees, there are two ways to get to the transaction(s) in question:

1) Via Org Management - Families & Finances - Family Transaction - Search for Family, click "Transactions" from actions drop-down

2) While in program members admin, the "registration" drop-down for a participant has a "Transactions" option

Once viewing the transactions list, find the fee that is to be paid and then from the Actions menu of that transaction, choose "Add Payment". Here, add the date and method of the payment and any other applicable details and save. If this is a partial payment, edit the "Payment Amount" to reflect the actual amount of the payment.

On the Transactions page for the family, you will see the payment has been created and the balance on fee is set to $0 (or otherwise reflects the amount remaining after a partial payment). 

Payment transactions MUST be applied to an existing fee. If a fee transaction exists, click "add payment" to the fee. 

You can edit an existing fee transaction, or create a new fee transaction, in order to apply an appropriate payment. Click "Add Fee" button to create a fee to attribute a payment to. 

REFUNDS

If a payment was made online, you must log into your Harbour Pay Dashboard and trigger a full or partial refund to the customer.

To begin tracking a refund on PlayFinder, the participant must have their reg status changed to "Quit" on program members admin.
Then go to "Family Transactions" for the participant to track the refund.

APPROVE REFUND: On a fee transaction for a program where the participant is marked as "Quit" you have the option to "Approve Refund" This will create the transaction for the refund and show up as a credit on the account. If a partial refund, edit the $ amout here. A high level org admin or a registrar/organizer has the ability to do this step.

ISSUE REFUND: For the Refund transaction, you will then have the, option to "Issue Refund". This is where someone will document that a cheque or etransfer was done or if the refund was triggered online via their Harbour Pay Dashboard. For some, they may not issue the refund and just keep it as a credit for their next fee transaction. A high level org admin or treasurer/financedpt must issue the refund.

1. Go to Program Members, find the program in question, and go to members admin for that program.

2a. From the registration drop-down for the participant, change the status from "Paid" to "Quit".
2b. Then from the registration drop-down click "Family Transactions".

3. On a fee transaction for a program where the participant is marked as "Quit" you have the option to "Approve Refund" 

• This will create the transaction for the refund and show up as a credit on the account. 

• If a partial refund, edit the $ amount here. 

• A high level org admin or a registrar/organizer has the ability to do this step.

• You can choose whether or not to email a notification of this approval

4. On the newly created Refund transaction, you will then have the, option to "Issue Refund". 

• This is where someone will document that a cheque or etransfer was done or if the refund was triggered online via their Harbour Pay Dashboard.

• For some, they may not issue the refund and just keep it as a credit for their next fee transaction. 

• A high level org admin or treasurer/financedpt must issue the refund.

• You can choose whether or not to email a notification of the refund being issued.

When a refund is issued, the treasurer for the organization will receive an email for your records:

A refund of $90.00 has been approved for the following activity: Registration for [Organization Name] - [Program Name].

PlayFinder Transaction ID: MCA-17738083-REFUND

Participant: Millie Andrews

Primary Contact: Bob Andrews

Family Address:

1234 Hwy 5678 , Faketown , Canada , NS, B2G 2L1 

If a payment was made online, you must trigger the refund online on your harbour pay dashboard. 

Log in, find the payment, initiate refund, add the amount of the refund and reason, and save.