INTRODUCTION
Feature Summary: Manage a customer's account on the Billing page.
Use Cases: System users can process account payments, post fees, issue refunds, and post credits from a single member profile page.
Module 7 is an eleven-part quick-start guide highlighting the key steps admins should complete when using financial reporting. This article is Part 5.
Part 5: Manage a Customer Account
CONTENTS
Click a link to jump to a section in this article.
SETUP REQUIREMENTS
Go to the side menu and click MEMBERS > SEARCH.
Look up a member's name.
Click the pencil icon.
On the user's page:
Click the Billing tab.
Make sure the Transactions tab is selected.
Processing an account payment
Click the Payment button. The Payment Details page displays.
Scroll down to the bottom.
Click the Payment Type field and select an option.
Optionally, enter a partial payment.
Click the CONFIRM & PAY button.
Posting a fee
Click the Post Fee button to add a charge to the member's account. These miscellaneous fees are not normally related to reservations, lessons, or events. Fill in the fields, select a revenue and tax if appropriate, and add a note (optional). Then, click Post Fee and Yes in the confirmation popup.
Processing a refund
Click the Refund button. A new window displays.
Use the calendar icons to narrow the display results in the table. (optional)
Locate a transaction and review the information.
Click the Refund button. A popup displays.
On the popup window:
Review the information.
Click the Refund Destination field and select an option.
Adjust the figure in the Refund Amount column to issue a partial refund. (optional)
Add a note. (optional)
Click Save.
Refunds can also be processed from the Paid Fees table. Click the Paid Fees tab and then click the Refund icon in the far right column of the transaction table.
CourtReserve displays the transaction on the table and adds a refund symbol (R) to the row.
Generating an invoice
For organizations using Batch Billing, click this button to generate an invoice for a balance owed. If the member does not have a balance owed, the toolbar hides the Generate Invoice button.
CourtReserve emails an invoice to the club member but does not download an invoice to the system user's device.
Click the Generate Invoice button. A new window displays.
Optionally, use a calendar icon to set a payment period based on transactions, or reservations and events. The default is to pay the outstanding balance in full.
Select an invoice option. (see below)
Optionally, select a revenue category or invoices with a specific due date.
Click Save to generate the invoice.
Invoice options
Generate Invoices Only - CourtReserve emails an invoice to the club member with a PAY NOW button.
Generate Invoices & Collect Payments - Select this option to generate an invoice, and also charge the member's payment profile. If the payment is successful, the invoice will be paid after the invoice is generated.
Preloading a balance
Click this button to debit an account with a member payment.
Click the Preload Balance button. A new window displays.
Click the Payment Type field and select an option (e.g. credit card, cash, etc.).
Enter a payment amount.
Add a note. (optional)
Click the Process Payment & Preload Balance button and Yes in the confirmation popup.
Click the All Transactions tab to confirm that CourtReserve recorded the transaction and added the amount to the balance.
Posting a manual credit
A system user can credit a member's balance without charging the member. Click the Post Manual Credit button and enter an amount in the popup.
VIDEO TRAINING & RELATED WEBINARS
CLICK HERE to watch the section of Module 7's video that covers the information in this article.
Watch the entire Module 7 video to learn about financials.
What's next?