The family required a chargeback
We have had cases in which we have found in our bank account (1713) an ACH debit have been made with the description of "ChargeBack".
When this happens, the following actions must be taken.
1. Div 3B: Check the debit and find on Authorize.net which family this payment belongs to.
2. Div 3B: In QB register the expense of the account (1713) as established in the Hat writeup “How to register an expense - Chargeback of the account 1713 "
3. Div 3B: In the Collection Sheet find the family trust and, in the Column, "Voided Payment" type the amount that was debit from our bank account, Note: make sure that you write the amount in the negative (-123.45)
4. Div 3B: Make a note in the cell where you enter the amount, noting when the payment was made, when the chargeback was made.
5. Div 3B: Take a screenshot of the bank, as shown in the figure below, and send an email to the Loan IC and the Collections IC, explaining the name of the family, when they made the payment and when the chargeback was made and attach the image of the transaction in the bank
6. Div 4 dep 12A: Once you receive the email, make a note in Loan in the notes below, and attach the screenshot sent by Div 3B.
7. Div 4 Dep 12A: In Loan click on the "Authorize.net Payments" field and find the payment that was made chargeback and move it to the stage "Refunded" and in the message field, make a note about what happened with the payment.
8. Div 4 Dep 12A: Contact the family via email and phone informing about what happened with the payment.
9. Div 3B: Once the paperwork arrives from the bank, check that the information is clear regarding the chargeback.
10. Div 3B: Scan the Bank paperwork and upload it to Central Files in the property's Miscellanies folder and send a hangouts and Loan IC and collection IC informing that the Bank paperwork is in the folder.
11. Div 3B: File the paperwork in the folder of the Bank Account (1713)
IMPORTANT NOTE FOR DIV 3B
If it is not possible to identify what family made the chargeback follow these steps”
1. Div 3B: Register the expense in QB according to the Hat write up "How to register an expense - Chargeback of account 1713"
2. Div 3B: Make a note in the collection sheet in the cells below the black line “ a Chargeback for $ 459.00 Pending to find out to what family bellows” and highlight the note with red, the purpose of this is that you can remember to put the chargeback to the family and to not give this money to the investor.
3. Div 3B: Wait for the Bank paperwork that should be arrived one week after the bank made the debit. If after a week you do not receive the paperwork coordinate with the CEO to call to the bank to find out the information about the chargeback.
Once you received the paperwork
4. Div 3B: In the Collection Sheet find the family trust and, in the Column, "Voided Payment" type the amount that was debit from our bank account, note: make sure that you write the amount in the negative (-123.45)
5. Div 3B: Make a note in the cell where you enter the amount, noting when the payment was made when the chargeback was made.
6. Div 3B: Scan the Bank paperwork and send an email to the Loan IC and the Collections IC, explaining the name of the family, when they made the payment, and when the chargeback was made, and attach the scanned document
7. Div 3B: Save to Central Files in the property's Miscellanies folder and send hangouts and Loan IC and collection IC informing that the Bank's paperwork is in the folder.