When payments are processed electronically, they are given a unique PID (Payment ID) and transaction ID number through your payment processor.
When you click on the transaction’s unique PID number in Regpack, clicking the refund button will send that specific payment’s unique ID numbers to your payment processor to issue and confirm the refund.
Electronic payments can only be refunded by electronic refunds.
Electronic payments are what is sent to your bank account and electronic refunds are what is sent to the users bank account, because it is being processed electronically through your payment processor.
Manual refunds/payments are simply just logs that Regpack allows as a function for you to use for internal accounting and reporting. For example, if someone were to pay you manually via check or cash, this is considered a manual payment. The logs will receive a unique PID and transaction ID number through the Regpack system.
If an applicant were to pay you via check or cash in person for registration, you would log a manual payment to record their payment in Regpack.
If they then requested a refund, you would refund them manually in person via check or cash and log a manual refund to record the refund that you issued, simply for reporting and accounting purposes.
In the case of a manual payment and refund, the actual transaction (transfer of funds) is NOT electronic and happens directly between you and your applicant.
How to Process a Manual Payment/Refund
Start by clicking on the user’s name, this will display all of the users information to the right of the screen.
Click the user’s “Payments” tab, then click “Process Payment”.
Click “List Manual Payment”. This will display the four manual payment options: Check, Cash, Grant, or Manual Refund.
Choose the manual option you need to log for your user.
Using “Manual Refund” for example, click “Enter Manual Refund Amount”, then enter the number you wish to refund the user.
Click “Issue Manual Refund” and confirm.