Fix a member's balance
Record a cash, check or Venmo payment, give a credit, lower a charge, add account credit, and know when you need a refund instead.
When a member's balance is wrong, you fix it on the web with a credit, an adjustment or account credit. Officers with the Add Manual Transactions permission can give credits and adjustments. Only chapter admins can add or remove account credit. None of these moves real money: to send money back to a card or bank account, refund the payment.
Which one should I use?
| What happened | Use | What it does |
|---|---|---|
| The member paid you in cash, check, Venmo or Zelle | Credit | Marks that much of the charge as paid. The charge amount stays the same. |
| You're forgiving part of a charge, such as a scholarship or discount | Credit | Same as above: counts as paid. |
| The charge amount was wrong | Adjust | Lowers the charge itself, as if you'd billed less. |
| The whole charge shouldn't exist | Archive | Removes the charge. See Undo a charge sent by mistake. |
| You want money held on the account for future charges | Adjust credit (account credit) | Adds credit that pays down charges automatically. |
| A late fee shouldn't have been added | Reverse the late fee | Takes the fee off the charge. See Reverse (waive) a late fee. |
| The member should get money back | Refund | Sends money back to their card or bank. See Refund a payment. |
Credits and adjustments both lower what the member owes. The difference shows in your totals: a credit counts toward Total Collected, and an adjustment lowers Total Billed. See Billed, collected and outstanding.
Record a cash, check or Venmo payment (credit)
Use a credit to record money a member paid outside MyGreek.
- Open the member's page and select the Charges tab.
- Select Credit.
- Check the charges the payment covers, then select Continue.
- Enter an amount for each charge, or select its balance to fill in the full amount. A credit can't be more than what's still owed on that charge.
- In Note (optional), add a payment reference or check number.
- Slide Slide to credit to finish.
Other places to give a credit:
- On one charge: open the charge and select Credit.
- From Payments: in Payments, select Credit Member, search for the member, and pick the charge.
- Many members at once: on a charge type's page, check the members' charges and select Credit. The amount you enter is applied to each charge you checked, up to what's still owed on it.
A credit shows in Payments with Offline as the payment method, and counts toward Collected. It's never part of a payout, because no money went through MyGreek. Deposit cash and checks into your chapter's bank account yourself.
Make an adjustment
Use an adjustment when the charge itself was wrong, for example you billed $500 instead of $450.
- Open the member's page and select the Charges tab.
- Select Adjust.
- Check the charges to lower, then select Continue.
- Enter how much to lower each one, and add a reason in Note (optional).
- Slide Slide to adjust to finish.
You can also open one charge and select Adjust, or check several charges on a charge type's page and select Adjust.
An adjustment lowers both the charge amount and what's still owed. It can't be more than what's still owed, so you can't adjust a charge that's already paid. If the member overpaid, refund the difference or add account credit.
You can't adjust charges for a member in collections. If someone paid in cash, Venmo or Zelle, use Credit, not Adjust.
Add or remove account credit
Account credit is money held on a member's account that MyGreek uses to pay their charges automatically. Only chapter admins can change it.
- Open the member's page. Next to their balance is a chip showing their credit, such as "$0.00 credit".
- Select the Adjust credit icon next to it.
- Choose Add or Remove, and enter the amount.
- Add a reason in Note (optional).
- Slide Slide to add credit (or Slide to remove credit).
Account credit is used right away on the member's unpaid charges, earliest due date first, and again whenever you bill them something new. If they owe money now, their remaining credit may be lower than what you added. You can only remove credit that hasn't been used yet. To see every change, select the Adjustment history icon in the dialog.
For more on how account credit works, see Account credit.
Remove a late fee
Chapter admins reverse late fees from the member's Late Fees tab or the charge type's Late Fees tab. See Reverse (waive) a late fee.
If the member already paid the late fee, reversing it does not send the money back or add credit by itself. Also issue a refund on the payment, or add the amount as account credit with Adjust credit. Then tell the member which one you did.
Credit or refund?
A credit lowers what a member owes. A refund sends money they paid back to their card or bank account. If a member or parent was told they'd "get their money back", they're expecting a refund. A credit or a reversed late fee won't show up on their card. Send them Late fee removed: credit or refund? if they're confused.
Only chapter admins can issue refunds. See Refund a payment.
What happens next
- Credit: the member gets an email, "You have been credited [amount]", and a text if they have a phone number. Each parent contact gets "Your student [name] has been credited [amount]". In their history it shows as "You were credited".
- Adjustment: the member gets "Your balance has been adjusted [amount]", plus a text, and parent contacts are emailed too.
- Account credit: nothing is sent when you add it. Each time it's used on a charge, the member gets a "You have been credited" email for that charge.
- Late fee reversal and archiving a charge: the member isn't notified.
If the charge is on a payment plan, a credit counts toward the plan's next installments, earliest first. See How payment plans work.
Common questions
A member in collections paid me directly. How do I fix their balance?
Record what they paid as a Credit on their charges. You can't use Adjust, reverse a late fee, or archive an unpaid charge for a member in collections, because the balance you referred can't be lowered without a payment. MyGreek staff are told about the credit so they can update the collections agency. Your chapter still owes the collections fee on the balance you referred, even if the member pays you directly. See Send a member to collections.
A member paid part in cash and part online. What do I do?
Record only the cash part as a credit. The online payment is already applied to the charge.
Will a credit show up in our payout?
No. Payouts only include money paid through MyGreek. A credit just records that the member paid some other way. See How payouts work.
Why can't I select Credit or Adjust?
On the member's page, both are greyed out until the member has a charge. If you open them and see "[name] has no open charges", nothing is owed on any of their charges. On a single charge, they're greyed out when nothing is owed on it. Adjust is also turned off for members in collections. You also need the Add Manual Transactions permission.