Step-by-Step Recording Procedure

Follow these steps whenever processing a refund or financial adjustment.

1. Open the Designated USFANS Spreadsheet

   Navigate to the specific "Transaction Log" or "Refund Register" sheet as defined by your team's protocol.

2. Identify the Correct Row

   Locate the original transaction entry if applicable. If logging a standalone adjustment, find the next available blank row at the bottom of the log.

3. Enter Adjustment Details

   Populate the following columns meticulously:

   Column Header	Data to Enter
   Date	The date the refund is issued or adjusted.
   Reference/Transaction ID	A unique ID from your payment processor (e.g., Stripe, PayPal) and/or an internal ticket number.
   Description	Clearly state "Refund" or "Adjustment" and the reason (e.g., "Refund - Duplicate Charge," "Adjustment - Service Credit").
   Original Amount	The amount of the original transaction (if reversing).
   Adjustment Amount	Enter the refund amount as a NEGATIVE
   Resolved By	Initials or name of the team member processing the refund.
   Status	Mark as "Completed," "Pending," or "Failed."
   Notes/Resolution Code	Add any clarifying details, customer contact info, or internal codes used.

4. Update the Running Balance

   Ensure the "Balance" or "Current Total" column formula accounts for the negative adjustment, reducing the available balance accordingly. Formulas should update automatically, but always verify.

5. Attach Documentation

   If supported, link to or mention the location of the authorization email, processor receipt, or support ticket in the notes column for a complete audit trail.