Refunds and credit notes

Understand credit notes, change registrations and issue refunds.

Last updated About 4 hours ago

A credit note is not the same as a refund!

Ledenbeheer follows accounting rules. The key rule is:

Changing a cost note always credits the entire original cost note and creates a new one with the remaining items and registrations.

A credit note is an accounting document and does not necessarily involve a refund.

Example: accounting entries versus money paid

A member registered for two activities costing €50 each and wants to cancel one. Your organisation decides to refund only part of the cancelled activity because the member has already attended some sessions.

  1. €100 due (two activities)

  2. Remove the €50 activity

  3. Refund €30
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Accounting:

  1. Ledenbeheer creates a €100 credit note for the original cost note.

  2. It creates a new €50 cost note for the remaining activity.

  3. It records a €30 refund against the new cost note.

  4. It adds a €20 compensation line for the part you did not refund, so that amount remains in your accounts.
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Money paid:

  1. €100 payment received
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  2. €30 refunded

  3. The payment and refund are linked to the new cost note.

  4. Net amount paid: €70.

  5. The cost note shows €50 for the remaining activity plus €20 compensation, totalling €70.
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You can reconcile these amounts in your accounts.
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Credit notes

A credit note corrects an earlier cost note by crediting an amount to the customer. This often results in a refund or a reduction of the amount owed.

There are two ways to create a credit note: change a registration, or issue a refund without changing the registration. The second option does not affect existing registrations. To withdraw a member fully or partly, always edit the cost note.
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Credit note when changing registrations or purchases

To withdraw a member or change their registrations (move or remove one or more items), always edit the cost note. Changing it creates a new cost note and a credit note against the original.
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A change always credits the entire original cost note and creates a new one with the remaining items and registrations.

To keep a registration but still issue a refund, do not cancel the cost note. Go to Finance > Credit notes and create a credit note. You can choose whether to process the refund through Mollie.

Some discounts are recalculated automatically when you edit a cost note. This includes discounts based on the number of courses, prices or hours. Other discounts are not recalculated automatically.

You can change registrations under Course offerings > Registrations.

In the registration list, click the pencil icon next to a name to edit the registration.

Then choose whether to remove the registration or move the member.

If you choose Remove, select the activities to remove from the cost note.

The original cost note is credited for the selected activities. A new cost note is created automatically for the activities that remain.
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When removing the cost note, you are asked whether to issue a refund. You can process it automatically through Mollie, refund manually or issue no refund.

You can also change registrations through Cost notes.

Cost notes also have a pencil icon for editing the cost note.

Select what you want to remove from the cost note, then credit it.

On a cost note, click next to a person’s name to move the registration to another family member. Click the arrows next to an activity to move it to another activity.
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You can also change registrations from the member’s profile.

In the member’s profile, open the Finance tab and click the cost note ID.

Refunds

To issue a refund without changing registrations, go to Finance > Credit notes.

Who should receive the refund?

Choose the member to credit and select the cost note to refund in full or in part.


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How much will you refund, and how?

The next screen shows the amount paid and lets you start a refund.

  1. Choose a refund method.

  2. Enter the refund amount.

  3. Enter the refund date.
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You can arrange the refund later and give the treasurer a list of refunds to process. Once completed, mark it as paid under Refunds. The member will be notified.

If the member paid online, Ledenbeheer can process the refund through your Mollie account.

Mollie can refund only to the account used for the original payment. To refund to another account, process it manually.

Send a message to the member

In the final step, choose whether to notify the member about the refund.
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Frequently asked questions