Processing a Homeowner Refund

Summary: This article provides an overview of processing a homeowner refund along with our recommended tips for managing homeowner refunds.

Creating the Refund

1. To process a homeowner refund, go to Homeowners > Ledger and select the desired homeowner. 

2. Select the Payment Adjustment button. 

3. Choose the appropriate adjustment date

4. Select Refund as the Type of Adjustment. 

5. Select a Refund Recipient. This will default to the primary homeowner.

6. Select where the refund will be sent to with the Address for Refund dropdown. This will default to the primary mailing address. 
Note: Both the Refund Recipient and Address for Refund fields have separate permissions that you need to enable by navigating to Settings > Roles. Search for the role you want to add the permission to and click the caret beside the name to open it. Go to the Homeowner section. Click Edit next to Homeowner Ledger Advanced Adjustments and select the permissions to let them view and use each of the dropdowns.

For more information about the Refund Recipient and Address for Refund options, check out the article:
Can I change who a refund is for or the address where a refund is sent?

7. Check the Refund via ACH checkbox if configured and you're refunding straight to the homeowner's account.
Note: This checkbox will only be available if you enabled the Refund Via ACH permission by navigating to Settings > Roles, searching for the role you want to grant the permission to, clicking the caret next to the role name to open it, going to the Homeowner section and clicking Edit next to  Homeowner Ledger Advanced Adjustments where you can enable the permission. The owner's account must also have an ACH configured on their General Ledger. The ACH must be active for the refund to process.  

8. Enter the Adjustment Amount.

9. Enter an appropriate Description.

10. Attach any relevant files with the Select files... button. 

11. Use the Payment Allocation section to allocate the refund as needed.

12. Click the Update button to complete.

An Invoice Action Item will automatically be created and added to the Manager's Queue for approval once you click Update.

Process the invoice for payment like other invoices in the AP process. 

Note: It is recommended to enter the homeowner account number in the Description field to display which account is being refunded as the homeowner refund is processed. 

🚩 Warning: Voiding the invoice action item will not void the refund adjustment on the owner's account. You must return to the owner's account and delete or adjust the refund.

Note: Homeowner Refunds are used to refund a homeowner over-payment. If you need to reimburse an owner or board member (when they turn in a receipt, for instance.), you will need to set that individual up as a Service Provider and follow the normal process for creating a manual invoice. See How to Setup a New Service Provider for details. Doing otherwise will throw off both your Homeowner's Ledger and your GL Balances.