How do I issue a refund/credit for a missed lesson?
Important: The term "credit" is used in two different ways. A "make-up credit" is used to give an athlete a free lesson at some future date. A "financial credit" is used to reduce the amount of money that a family owes you.
In general, it's not necessary to explicitly enter a refund or credit for a missed lesson. AthletaDesk will automatically adjust the family's account when you set the attendance for the lesson.
Here's what happens:
- Absent, Notice Given - Any charge for this lesson will be removed, and no make-up credit is given to the athlete.
- Absent, No Notice ($) - The family is charged for the lesson, and no make-up credit is given to the athlete.
- Absent, Make-up ($) - The family is charged for the lesson, but a make-up credit is given to the athlete.
When you use a make-up credit, the charge for that lesson is removed (because it was paid for originally when the make-up credit was issued), and one make-up credit is deducted from the athlete. The "Present, Use Make-up Credit" attendance option is only visible if the athlete is owed make-up lessons.
Since AthletaDesk will automatically remove the lesson charge if you select "Absent, Notice Given", there's no need to add any additional credit the family's account.
For more information on the attendance options, click here.
If for some reason you need to issue a financial credit to a family, you can do it on the "Families & Invoices" page. Click the "+ Add Transaction" button and select the "Discount" option. Enter the date, the amount of the discount and a brief description of why you're crediting this family, then click "Save". This will reduce the amount the family owes you on the next invoice.
Important: Do not select the "Refund" option unless you are physically handing money to this family (either as cash, a check, through PayPal or some other means). 99% of the time you'll just want to credit (add a discount) the family's account. If you return money to a family (due to overpayment or for any other reason), select the Refund option. The difference is subtle, but has an important implication at tax time.