NOTE: This article walks you though the process in classic ASAP. For instructions in the latest version of ASAP, see Issue account credit.
Account credits are monies that sit in an account that can be used by a customer for a future purchase on your ASAP site. They differ from a typical refund in that the monies are not refunded to the original method of payment.
Credits can be used both on the admin and public ASAP site and are shared by all members of the family. Credits can be cashed out to a check or cash (not credit cards).
Important: Do not Void an Invoice that has credit issued on it. If you do and the credit has already been used, the invoice where the credit was used will show a charge where you would expect a credit to appear. It appears with credit applied in parentheses ($10.00)/negative credit/charge because you used credit that technically never existed because the source of the credit, the invoice where the credit was issued in the first place, was voided.
You can also give a student a generic credit but it must be configured first. In ASAP 4 you do this from Set Up | Financials. In the Preferences window select the edit icon. Enter the value 1 next to Allow the creation of generic credits. Select the Save to finalize.
Credit can be applied to invoices either from the public side or the admin portal. If a student has credit in their account and goes online to register or pay an invoice, a link is available that allows them to apply the credit toward the invoice. If the credit is less than the amount for items in the cart, the customer can apply the credit to the invoice and pay the rest. If the credit is more than the amount, the amount of credit needed to pay the invoice would be applied and the rest of the credit would remain in the customer’s account.