Wherever possible, issue refunds on the registration in RegWerks.
To issue a refund for an ePayment without cancelling a registrant out of a class, the user must have the necessary user permissions in both the RevTrak Portal and RegWerks. Users who do not have access must reach out to a Super User in their school to obtain user credentials.
For any other assistance, please contactRegWerksSupport at 888-847-9470 or support@regwerks.zendesk.com.
1. In RegWerks, go to the Person menu option under the Main menu. Search for the last name of the registrant whose registration will receive the refund.
2. Next, begin the process of identifying the Account Holder by double-clicking into the Person Profile.
- A series of numbers in the RT Cust ID field confirms that this is the Account Holder. Proceed to the next step.
- A 0 in the RT Cust ID field indicates that the individual is not the Account Holder. Click on the Registrations For drop-down menu. Note the names. Exit out of the Person Profile.
- In Person under the Main Menu, look-up and review each of the other people in the family group to identify the Account Holder. Make note of the Account Holder’s name and email address for use later in this process.
3. Double-click into the registration that will receive the refund. Click into the payment that is to be partially refunded and write down the Reference number.
5. In a new browser tab, go to your RevTrak Portal (schoolcodename.revtrak.net/portal) and log in. (e.g., RegWerks URL: abcschool.facilitywerks.com/admin/ and RevTrak Portal URL: abcschool.revtrak.net/portal)
6. Click on the Contacts button and search for the Account Holder’s last name.
7. Confirm that both the name and the email on the account are correct. Then double-click into the Account Holder’s account. Click on the Orders Placed tab, then click on the Order number that corresponds to the epayment’s reference number, noted in Step #4 above.
8. There are two options on the receipt page: Refund Order to refund the full amount; or Start Item Refund. To complete a partial refund, select Start Item Refund.
9. Add the refund amount in the Enter Refund Amount field. Select Refund $xx.xx (e.g. $10.00).
10. On the next screen, verify that the refund amount is correct before clicking the Process Refunds button.
11. Once the refund is complete, note the refund’s Order Number that appears in the message, Refund was successful. View details of the refunded order (123456789), located in the center of the page.
12. Return to RegWerks. Navigate to the Registration that is being refunded. In Payments, click on the Add () to begin notating the refund:
13. Notate the details of the refund, including:
- ePayment as the payment type in the Payment Type.
- Payment Date.
- Order Number in the Reference field.
- Negative amount of the refund in the Amount field (e.g. -$10.00).
- Notes explaining the reason for the refund may be added in the Note field.
- Click Save.
14. Go to the Adjustments Tab. Click on the Add ( ) button. Enter a negative adjustment.
- Enter the amount of the refund in the Amount field (e.g. -$10.00).
- Enter the reason for the refund in the Reason field.
- Check Show on Invoice for contract classes, where appropriate.
- Click Save, and then save out of the registration to sync the system.