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How to give an account credit for sponsorships, discounts or free registrations (Apply Credit)

  • Updated

To give someone a free or discounted registration, such as a sponsor's included spot or a board member's waived fee, add a Misc - Credit to their family account. When they register, they check a box at checkout and the credit pays for as much of the order as it covers. Families can use credits at checkout only when Apply Credit is set to Yes under Programs > Configurations > General.

Applies to: Admins who can edit Programs > Configurations > General and use Add Transaction · All plans · Player and Team Registration programs (a credit can pay for any order on your site)

Where: Programs > Configurations > General > Checkout > Apply Credit; Customers > Account Management > Search > (customer) > Add Transaction

Before you start

  • A credit belongs to the family account, not to one person or program, and the family can spend it on any order: registrations, add-ons or Store items. To take money off one program's fee for many people instead, use a coupon (see How to discount a registration fee (coupon or Misc - Credit)).
  • The person needs a family account. If they don't have one yet, click Add Account on the Search page to create it.

Give the credit

  1. Go to Programs > Configurations > General. In the Checkout section, set Apply Credit ("Enables Credit Balance usage on Checkout") to Yes and click Save. You only need to do this once.
  2. Go to Customers > Account Management > Search, find the family and click the name to open Account Overview.
  3. Click Add Transaction.
  4. In Transaction Type, choose Misc - Credit, and enter the Amount, such as the registration fee.
  5. Optional: in Comments (up to 100 characters), say what the credit is for, such as "Board member registration". The family can see it.
  6. Optional: check Send Confirmation Email to Customer to email the family about the credit.
  7. If an Applies To list appears, the family already owes money, and a credit pays that first. Leave Amount To Apply empty, and make the credit large enough to cover both if it should also pay for the new registration.
  8. Click Add. You'll see "Transaction Added."

What you'll see: the credit listed on the family's Account Overview, lowering the account's balance.

When the family registers

At checkout, the family sees "Your account has a credit balance of" and the amount, and checks Yes, apply my account credit to this order. The credit pays for up to the whole order, and anything left over stays on the account for later orders.

When you register them yourself

The Checkout page in Place Order shows "Available account credit" but has no box to apply it. Record the registration first, then add the credit to it:

  1. Open the family's account, click Place Order, register the person with Add Enrollment as usual and click Checkout.
  2. In Payment Method, choose Other, set Amount Paid to 0 and click Place Order.
  3. On Account Overview, click Add Transaction, choose Misc - Credit and enter the Amount.
  4. In the Applies To list, enter the amount under Amount To Apply on the registration's row.
  5. Click Add.

The registration then shows as paid on the family's Enrollments page.

If the credit was already on the account when you placed the order, the registration can show Pending or Due instead. Apply the credit to it: on Account Overview, click Reconcile, click the green plus sign on the credit's row, choose the registration in Item, enter the Amount and click Add.

If it doesn't work

  • The family doesn't see the credit box at checkout. Apply Credit is No, or the account has no credit left: money the family owes elsewhere on the account uses the credit up first. The box also isn't offered when a family pays a balance with Pay Balance.
  • The credit covered only part of the order. When the order is paid with a payment plan or a required deposit, the credit covers only what's due at checkout, and the rest of the credit stays on the account.
  • "Applied amount is greater than the reconcile balance." An Amount To Apply is more than what's still owed on that row.
  • "The applied amount is greater than the transaction amount." The Amount To Apply entries add up to more than the credit's Amount.
  • The registration shows Pending or Due after you used a credit. The credit hasn't been applied to it yet. Apply it on the Reconcile page as described above.

Good to know

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