Sonas supports producing charges that you intend to refund, such a security deposit or damage deposit. We name these charges Escrow Deposits. There is a specific workflow designed to keep an escrow deposit charge separate from other charges, making it easy to refund partially, or fully, at the conclusion of an event.
If you cannot see this section or get permission denied messages with any of the actions, please contact your Company Admin in order to get the required permissions.
This article will show you how to create an escrow deposit charge, how to edit one, how to pay the escrow deposit charge, how to create a credit note, and how to apply a refund.
How to create an Escrow Deposit charge
- The escrow deposit charge can be added at any point in the transaction section of an event, Event > Transactions.
- Click Actions in the upper right hand corner, and select +Escrow Deposit, Actions > +Escrow Deposit
- Complete the information and hit Save.
- The escrow charge is now visible on the transaction sheet. Clearly marked as Escrow.
How to edit an Escrow Deposit charge
- From the transaction section of an event, Event > Transactions, find the escrow charge you want to edit and click on the orange edit icon.
- Make the needed changes and click Save.
- You will now see the revised escrow deposit charge.
How to cancel an Escrow Deposit charge
- From the transaction section of an event, Event > Transactions, find the escrow charge you want to cancel and click on the red cancel icon.
- Confirm that you do in fact want to cancel the charge in the pop-up.
- You will now see the cancelled escrow charge, if you do not see it, go to Actions > Show Cancelled.
How to pay an Escrow Deposit charge
Escrow deposits are paid the same way other charges are paid. The ONLY difference is that escrow charges MUST be paid individually, they cannot be combined with other charges to make a bulk payment. Please see How to add payments.
Once paid, an invoice is created with the Escrow label for easy identification.
How to create a credit note for an Escrow Deposit
Credit Notes for a paid escrow deposit is the same workflow as creating credit notes for all other invoices. See Credit Notes.
Once created, the Credit Note maintains the Escrow label.
How to refund a credit note for an Escrow Deposit
- Once a credit note is created, a refund needs to be processed. Once this is done, you record the refund in Sonas. Click on the black refund icon to mark that the refund has been made.
- Fill out the correct information, including how the funds were refunded. Click Save.
- The credit note is now showing as refunded.
