Q: I refunded an attendee’s payment, less a $30 cancellation fee, per our policy. How do I account for that the difference in the amount they paid and the amount that I refunded to them?
A: You can create a Cancellation Fee package to apply to the registration when an attendee cancels. Then you refund them all but the amount of the cancellation fee. Here are the steps to do that:
- Create a new package (go to Settings >> Registration Form tab >> Parts Bin >> Add New >> Package). Name the package “Cancellation Fee” and input the cancellation fee amount for the price. You will also need to create an inventory item called “Cancellation Fee”.
- Do NOT put the package on the Form Layout. Leave it in the Parts Bin. This will allow you to access it when you go to Edit a registration, but will also keep it from being visible to the Attendee when they register.
- When an attendee cancels, go to their registration and click the link to Edit or Add packages. Enter a “1” in the quantity for the Cancellation Fee >> Save.
- Now process the refund. The $30 Cancellation Fee you applied to their registration will balance out with the $30 you withheld from their refund. If your cancellation fees vary, create the Cancellation Fee package with a price of $1. When you edit the registration to include the fee, set the quantity (for the Cancellation Fee package) to be equal to the dollar amount of the fee. For example, you would enter a quantity of “50” for a $50 fee.