Attendee Record - New Transaction
This window is used to create a new transaction on an registrant record. It is important that you select the proper transaction type from this screen in order to reconcile the balance on an registrant record. Some mistakes are often difficult or even impossible to reverse. So, before creating a new transaction, we recommend that you understand how transactions work in RegOnline.
Field Descriptions -
Step One - Select Transaction Type
Cash Transactions - The options in this section are used to record payments from the registrant and refunds given to the registrant.
- Online credit card payment - Select this option to charge money to the registrant's credit card online.
- Online credit card refund - Select this option to refund money back to the registrant's credit card online.
- Only available if the event is set up with a Merchant Gateway for online credit card processing, and the Merchant Gateway supports online refunds.
- The Refund option may not be available on this page if you are using Authorize.net or the RegOnline Merchant Gateway. More info...
- See complete instructions...
- Enter a manual (offline) payment - Select this option to record a payment received from an registrant that is not an online credit card transaction.
- Enter a manual (offline) refund - Select this option to record a refund sent to an registrant that is not an online credit card transaction.
Revenue Adjustments - This option is used create manual charges and credits that will adjust the balance due on the registrant's record. Charges and credits created will adjust the revenue that is expected from this registrant.
- Adjust this registrant's balance due - Select this option apply a manual charge or credit to the registrant's transaction record.
- Example: Credit Due to Cancellation, Cancellation Charge, One-Time Loyalty Credit, Adjustments Due to Changes in Fees, etc...
- See complete instructions...
Step Two - Online Credit Card Information
If you selected the option to process an Online Credit Card Payment or Online Credit Card Refund on the first step, then you will see a page to enter the registrant's credit card information to process an online credit card transaction.
- Amount - Enter the appropriate amount to Charge or Refund the credit card.
- Enter all amounts as positive numbers.
- Credit Card - Select the credit card that you wish to use for this transaction.
- Use the current number - If there is a credit card number stored on this registrant record, then select this radio button to use the current card number.
- Use a new number - Enter a credit card number to use for this transaction if it is different than the one stored on the registrant record.
- A credit card number entered here will not be stored on the registrant record. It will only be used for this individual transaction.
- CVV Code - Enter the security code located on the back of the credit card if it is required by your Merchant Gateway.
- Different credit cards sometimes refer to this code as the Card Security Code, CSC, CVC, CVC2, CVV, and CVV2 on the back of their card.
- CVV Codes are never stored on the registrant record or in the RegOnline database. More info...
- Expiration - Enter the credit card expiration date.
- Card Holder Name - Enter the name as it appears on the credit card.
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Step Two - Enter a manual (offline) payment or refund
If you selected the option to Enter a manual (offline) payment or refund that will not be processed online to a credit card, then you will see a new page to create a manual cash transaction.
Transaction Info - Make the following entries.
- Date - Enter the date for the transaction.
- The default entry is today's date. However you can change this date if you wish.
- Type - Select the type of manual transaction that you would like to use.
- Cash Payment - for cash payments received from registrants
- Check Payment - for check payments received from registrants
- Check Refund - for check refunds given to registrants
- Offline Credit Card Chargeback - adjustment to balance out a disputed charge when that charge has been reversed on the registrant’s credit card.
- Not processed to a credit card online.
- Offline Credit Card Payment - adjustment to balance out an offline credit card payment.
- Not processed to a credit card online.
- Offline Credit Card Refund - adjustment to balance out an offline credit card refund.
- Not processed to a credit card online.
- Other Payments - adjustment for payments made in cash, by purchase order, etc.
- Other Refunds - manual adjustment for refunds to the registrant made in cash, by internal transfer, etc.
- Wire Transfer Payment - for payments received via wire transfer
- Wire Transfer Refund - for refunds issued via wire transfer
- Amount - Enter the amount for the transaction.
- Enter all amounts as positive numbers.
- Notes (optional) - Enter any additional information that you would like to record with this transaction.
- For example: Enter a check number if you are processing a check payment/refund or the reason for a charge or credit.
- Create a corresponding revenue adjustment - Select this checkbox to create a charge or credit automatically to balance the attendees transaction record.
- This option is only available if the payment or refund that you are creating will result in a positive or negative balance on the attendee's record.
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Step Two - Revenue Adjustments
If you selected the option to create a new Revenue Adjustment on the first step, then you will see a new page to create a charge or credit to adjust the balance on the registrants record. This adjustment will modify the balance due or owed by the registrant and therefore the revenue expected from this registrant. This is usually the first step before creating a cash transaction, such as a payment or a refund.
- Date - Enter the date for the transaction.
- The default entry is today's date. However you can change this date if you wish.
- Type - Select the type of adjustment that you would like to use.
- Offline Credit Due to Cancellation - Adjustment used when either the registrant cancels his/her registration, or the event is cancelled.
- Other Charges - Adjustment used to create an extra charge on a registrant's record.
- Example: Cancellation fees, One-time service fee, Adjustment to an increase in fees, etc.
- Other Credits - Adjustment used to create a credit due back to the registrant.
- Example: Discount for preferred customers, One-time loyalty credit, Adjustment to reduction in fees, etc.
- Amount - Enter the amount for the charge or credit.
- Enter all amounts as positive numbers.
- Notes (optional) - Enter any additional information that you would like to record with this transaction.
- For example: Enter the reason for a charge or credit
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Additional Information:
None.
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