Track money, bank transfers and refunds

Three places show an event's money: the finance view, the bank transfers page and the withdrawal decision on each entry. Owners and treasurers can record and decide. Other members of the organisation can read the finance view and the bank transfers page.

Read the finance view

1. Open the event's dashboard and choose "Finance view".
2. The page is headed "Finance". Every figure is added up from the payment ledger, which holds what Stripe confirmed.

3. Read the "Summary": "Gross charged", "Refunds", "Platform fees", "Booking fees", "Processing fees", "Net to organiser" and "Net per Stripe".
4. "Bank transfers" and "Credits outstanding" are not Stripe money. Bank transfers are recorded by hand; credits are issued less used.
5. "Outstanding balances" counts the entries that still owe. Its link goes to the bank transfers page.
6. "By entry" lists each entry. "Payouts" lists what Stripe paid to your bank. Stripe pays out your whole balance, not one event, so this list may include money from other events.
7. Choose "Download CSV" for a spreadsheet of the same figures.

Record a bank transfer

Use this when an entrant paid you directly instead of by card. The money never passes through Stripe.

1. Open the event's bank transfers page ("Bank transfers"), from "Outstanding balances" on the finance view.
2. The top shows "Received by bank transfer" and "Still owing". The table "Entries still owing" lists every entry with an unpaid fee.
3. Choose "Record transfer" on the entry, or pick it in "Entry" under "Record a bank transfer".
4. Enter the "Bank reference" and the "Date received".

5. Choose "Record bank transfer" and confirm. You may be asked for your password again. The entry is marked as paid by bank transfer and accepted if there is room.

The transfer appears under "Recorded transfers" with the status "Counted".

Reverse a bank transfer

If you recorded the wrong entry or amount:

1. Find the row under "Recorded transfers".
2. Enter the reason in "Reason to reverse" and choose "Reverse", then confirm with "Reverse bank transfer".

The record stops counting and shows "Reversed". The entry owes again but keeps its current state. Nothing is deleted.

Split payments

"Split payments" on the bank transfers page lists entries shared between payers, with who has paid and what is still owed. See Paying for your entry for how the payer's link works.

Decide a withdrawal refund

When an entrant withdraws, the entry shows a "Withdrawal decision" worked out from the event's withdrawal policy. It shows the outcome, the amount and whether it is pending or approved.

1. Open the entry from the entry list. See Work the entry list.
2. Find "Withdrawal decision". Check the outcome and amount against the policy window shown.
3. If the policy result is right, choose "Approve as calculated".
4. If not, open "Change the amount or outcome". Choose the "Outcome" (Refund, Credit toward a future event, or Nothing owed), set the amount, give a reason in "Reason (kept in the audit log)" and choose "Save change".

Every refund gets a credit note you can download from the tax invoices list. See Take card payments with Stripe.