How to Issue Online Refunds in BigSIS - Authorize.net

IMPORTANT! In the coming months, we will be phasing out this version of the Tuition Management module. If you are looking for how to work with Contracts in the next generation of the Tuition Management module (which is where all 2023-2024 Contracts were built and sent from), go to the Tuition Management section of our Help Center.

There are times when you need to refund all or part of a payment made on an invoice. Previously, if you needed to give an online refund, you had to start this process in Authorize.net, but now you can do it all from BigSIS. These steps will help you process an online refund in BigSIS. 

1. Go to the Families table and edit the correct Family.
   
   
2. Go to Payments & Refunds > select the correct invoice > click Issue Refund. 
   IMPORTANT! This is ONLY available to BigSIS at this time.
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3. On the next page, select if the refund is full or partial and input the Amount to Refund. If it is to be applied across multiple invoices, input the Amount to Apply to each invoice. These amounts must total the Amount to Refund. 
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   • IMPORTANT! If the payment was made to an Invoice on a Payment Plan, the system will automatically move the Payment Plan to Offline for you. If you do not move the Payment Plan to Offline, the system will try to re-charge the family the money you are refunding.
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4. Once you click Issue Refund you will be taken back to the Payments & Refunds tab of the Family record. There will be a green confirmation banner across the top and you will see that the Authnet Status will be "underReview."
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   • Be sure to check back in a day or two to make sure the Authnet Status becomes "settledSuccessfuly". 
     
     
5. Click the Recalculate Family button to see the changes you have done. It should now show the amount refunded as money the family has Past Due.
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6. You MUST create a credit memo for the refund issued or else the system will continue to show that the family owes the money you just refunded. Follow the instructions in this article for Creating a Credit Memo from an Existing Invoice and Applying It.
   
   • IMPORTANT! If the Payment Plan was moved to Offline in step 3 above, you must put it back Online for future payments to be processed. Follow the instructions in this article for How to Toggle a Payment Plan On or Offline.