Refunds and corrections in the ledger
An item refund reduces its revenue and any tax when you record it. A separate withdrawal entry records money leaving your bank. Refunds to club credit increase Club Credit Payable and have no bank withdrawal.
All examples use Canadian dollars and illustrative 13% HST. See the Refunds report to check refund amounts and delivery status.
Partial and full refunds
You refund an item from the payment that paid it. The limit is that payment's allocation to the item, less its earlier refunds. You can't refund an unpaid item.
Curling IO compares the refund with the amount paid on the item:
- Refund less than everything paid: the refund is a price reduction. The item stays active and the participant stays registered.
- Refund everything paid: the item is cancelled and registration ends. If it was only partly paid, Curling IO also cancels the unpaid remainder.
An item doesn't have to be fully paid for a refund to cancel it. Check which items the payment paid before choosing the amounts.
A partial refund on a fully paid item
A $100 league registration plus $13 HST was fully paid. You refund $22.60. The RFI group, dated when you record the refund, is:
| Account label | Debit | Credit |
|---|---|---|
| Revenue | $20.00 | |
| HST | $2.60 | |
| Undeposited Funds | $22.60 |
The registration stays active. Revenue and each tax are reduced in proportion to the original item. Rounding is tracked across refunds so that refunding everything reverses the original components exactly. A later refund can shift a rounding cent between components.
A full refund on a fully paid item
In a separate example, refunding the full $113 cancels the registration. Its RFI group is:
| Account label | Debit | Credit |
|---|---|---|
| Revenue | $100.00 | |
| HST | $13.00 | |
| Undeposited Funds | $113.00 |
A partly paid order
An order contains an untaxed $5 fee, a $20 locker plus $2.60 HST, and a $100 league registration plus $13 HST. The total is $140.60. Submission creates three REV groups:
| Item | Revenue credit | HST credit | A/R debit |
|---|---|---|---|
| Fee | $5.00 | $5.00 | |
| Locker | $20.00 | $2.60 | $22.60 |
| League | $100.00 | $13.00 | $113.00 |
Allocate the $70 payment
A $70 payment goes to the smallest remaining balance first: $5 to the fee, $22.60 to the locker and $42.40 to the league, leaving $70.60 unpaid on the league.
| Account label | Debit | Credit |
|---|---|---|
| Undeposited Funds | $70.00 | |
| A/R (fee) | $5.00 | |
| A/R (locker) | $22.60 | |
| A/R (league) | $42.40 |
Parentheses identify the item; the account label remains A/R. The following refund examples are separate alternatives starting from this payment.
Refund all $42.40 paid on the league
The league is cancelled because you returned everything paid on that item. The refund is $42.40, even though its original price including tax was $113.
The RFI group reduces revenue and HST for the money returned:
| Account label | Debit | Credit |
|---|---|---|
| Revenue | $37.52 | |
| HST | $4.88 | |
| Undeposited Funds | $42.40 |
Curling IO also creates a separate PRD group ending in -refund-line to cancel the $70.60 unpaid remainder:
| Account label | Debit | Credit |
|---|---|---|
| Revenue | $62.48 | |
| HST | $8.12 | |
| A/R | $70.60 |
Together, the groups reverse the league's $100 revenue and $13 HST. Only $42.40 is refunded. The $70.60 reduction clears the debt; it doesn't send money.
Mix a full and a partial refund
Starting from the same $70 payment, you could instead refund the locker in full ($22.60) and $11.30 of the league payment. The locker is cancelled. The league remains active because only part of its $42.40 payment is refunded.
All refunded items share one RFI group:
| Account label | Debit | Credit |
|---|---|---|
| Revenue (locker) | $20.00 | |
| HST (locker) | $2.60 | |
| Undeposited Funds (locker) | $22.60 | |
| Revenue (league) | $10.00 | |
| HST (league) | $1.30 | |
| Undeposited Funds (league) | $11.30 |
The group's debits and credits each total $33.90. Each item is classified separately. The league's $70.60 unpaid remainder is still owed.
Refund to club credit
For a $22.60 refund made to club credit, the refund credits Club Credit Payable instead of Undeposited Funds:
| Account label | Debit | Credit |
|---|---|---|
| Revenue | $20.00 | |
| HST | $2.60 | |
| Club Credit Payable | $22.60 |
The same partial-or-full classification applies. There is no withdrawal entry because no money leaves your bank. See club credits.
Refund payment only
Refund payment only returns money without refunding an item and reopens A/R. It doesn't reduce revenue or tax.
For an order that hasn't been overpaid, a $30 Refund payment only records:
| Account label | Debit | Credit |
|---|---|---|
| A/R | $30.00 | |
| Undeposited Funds | $30.00 |
The order now owes $30 again. If you return the payment as club credit, the credit side is Club Credit Payable instead. On an order that has received more than it owes, Curling IO blocks new refunds until that payment history is reviewed.
The withdrawal is a separate entry
A cash refund also creates an RFW group. For the $22.60 refund:
| Account label | Debit | Credit |
|---|---|---|
| Undeposited Funds | $22.60 | |
| Cash | $22.60 |
For Stripe and SportsPay refunds, this entry is dated the day Curling IO records the refund in your time zone. That may differ from the bank's date. For offline refunds, it uses the Withdrawn on date you enter.
The original payment still has its own deposit entry for the original amount. Keep the deposit, refund and withdrawal separate when reconciling.
Failed delivery and manual settlement
If delivery fails, Curling IO reverses the withdrawal with an RWV group dated when it records the failure. The refund and revenue reduction remain, and the amount shows as still owed. A failed $22.60 withdrawal is reversed as follows:
| Account label | Debit | Credit |
|---|---|---|
| Cash | $22.60 | |
| Undeposited Funds | $22.60 |
After paying the customer outside Curling IO:
- Select Settle outstanding refund, then Record manual settlement.
- Enter Actually paid on and Payment or return evidence.
- Select Record settlement.
This records a new withdrawal dated the actual payment date. It sends no money. For $22.60, it debits Undeposited Funds and credits Cash by $22.60, as in the withdrawal table above. The group ID ends in -refund-replacement.
If those manually paid funds are returned, use Record returned funds and enter Returned on. Curling IO reverses the manual withdrawal on that date, with the same debit and credit sides as the failed-delivery table above.
Cancel scheduled payments
Cancelling scheduled payments on a payment plan reduces the unpaid price and taxes with a PRD group dated when you cancel. It refunds nothing and doesn't cancel the item or registration.
Cancelling $56.50 of a remaining installment, made up of $50 plus $6.50 HST, records:
| Account label | Debit | Credit |
|---|---|---|
| Revenue | $50.00 | |
| HST | $6.50 | |
| A/R | $56.50 |
See payment plans.
Delete an item or order
Deleting an unpaid submitted item or order reverses its sale entries, dated when you delete it. For an unpaid $20 locker plus $2.60 HST, the RRV group is:
| Account label | Debit | Credit |
|---|---|---|
| Revenue | $20.00 | |
| HST | $2.60 | |
| A/R | $22.60 |
You can't delete an item that has a payment, a refund or a reduction allocated to it, including an order adjustment that reduces it. Orders with payments can't be deleted. Fully refunded items stay in the order as cancelled history. See orders.
Send back to cart
Send back to cart reverses the order's sale entries. It is refused when the order has payments or any allocated reductions.
Delete an offline payment or refund
Deleting an offline payment reverses both its payment and deposit entries. For a $113 offline payment, the payment reversal is:
| Account label | Debit | Credit |
|---|---|---|
| A/R | $113.00 | |
| Undeposited Funds | $113.00 |
The deposit reversal is a separate group:
| Account label | Debit | Credit |
|---|---|---|
| Undeposited Funds | $113.00 | |
| Cash | $113.00 |
Club credit used is restored. Deleting an offline refund reverses the refund, its withdrawal and any cancellation of an unpaid remainder. Original entries remain, with reversals dated when you make the correction. Online payments and online refunds can't be deleted.
Change Deposited on
Use Edit payment to correct an offline payment's Deposited on date. For a $113 payment, Curling IO reverses the old deposit:
| Account label | Debit | Credit |
|---|---|---|
| Undeposited Funds | $113.00 | |
| Cash | $113.00 |
It posts a replacement deposit dated the new Deposited on date:
| Account label | Debit | Credit |
|---|---|---|
| Cash | $113.00 | |
| Undeposited Funds | $113.00 |
The reversal is dated when you make the correction. The original payment entry doesn't change. Review both periods if you have already exported the old deposit.
Orders with no ledger entries
If you refund an order, or cancel its scheduled payments, and it has no ledger entries at all, Curling IO first rebuilds its sale and payment entries using their original dates. It also rebuilds a deposit entry for each payment with a deposit date, including the fee line for Stripe deposits. The refund or cancellation can then balance against those entries.
Those rebuilt entries may fall in a period you already exported. Review the order in the Ledger before importing another file. Re-exporting and importing the whole period can duplicate entries already in your accounting system.