Give someone their money back

Seed article

The structure and the worked example below are settled. The product owner writes the rest. Anything marked TODO needs a real answer before this page ships.

A family drops out, or you charged the wrong amount. You have three choices, and they are not the same thing.

Which one do you want?

You want to	Choose	The money
Undo the whole thing	Refund in full	Goes back to their card
Give part of it back	Partial refund	The part you type goes back
Keep them in the league	Credit	Stays with you, comes off their next bill

Cancelling a sign-up and refunding it are two separate steps. Cancelling takes the player off the list. It does not move any money. Do both if you mean both.

Refund the whole thing

1. Open your sign-ups in the sidebar. The sidebar calls them Enrollments.
2. Find the person. Search by the player’s name.
3. Open their sign-up.
4. Choose Refund.
5. Leave the amount as it is, and confirm.

The money leaves your account straight away. It takes 5 to 10 days to appear on their card statement — that is their bank’s timing, not yours, and there is nothing either of you can do to speed it up.

Refund part of it

Same steps, but type the smaller amount at step 5.

Worked example. A season costs $180. Play started six weeks ago out of a twelve-week season, and your league’s rule is that you refund the half that has not been played.

• $180 for 12 weeks is $15 a week.
• 6 weeks are left, so 6 × $15 = $90.
• Type 90 at step 5.

If you also charged a $25 uniform fee and the uniform has been handed over, do not include it. Refund $90, not $115.

Give a credit instead

TODO — product owner to confirm where credits live and whether they expire.

What if the card payment already failed?

There is nothing to refund. You never received the money. Cancel the sign-up and tell the family it did not go through.

What if I refund by mistake?

You cannot undo a refund. You have to charge them again, which means asking them for their card details a second time. Check the amount before you confirm.

Common mistakes

• Refunding and forgetting to cancel. The player is still on the list and still gets emails about games.
• Refunding from your bank instead of from Kordnate. Kordnate will not know, so your records will say they still paid.
• Refunding after 180 days. Card networks stop allowing it. After that you have to pay them another way.