Invoice actions on Club 1.0

No. Your merchant account provider's standards and anti-fraud protocols will not allow a credit card to be refunded to a secondary card. In instances like this you will need to refund in an alternative manner (cash, cheque, etc.).

Yes. However, only up to 90 days after the payment was received.

To withdraw a participant from a program registration please navigate to the invoice edit page for the invoice in question. From here, find the program line item you wish to remove them from and select the blue Withdraw button. Please note, this does not affect the cost of the program. If you wish to effect the amount you are charging for the program now that the participant is withdrawing you will want to add an adjustment and perform a refund.

To update a participant's registered program please navigate to the invoice edit screen for the invoice in question. From here, select to Withdraw the participant from their current program. If required, add an adjustment to the program line to reduce the cost. Select the Add Program tab to add the new program. If required, add an adjustment to the new program. If any applied adjustments cause an imbalance in the payments section you will not be able to Post the invoice just yet.

Instead, you will want to scroll to the Payments section and review what is currently owed vs. what is currently paid. You may need to only adjust the payments, but also might need to perform a refund.

If you wish to accept/override an error from the system regarding restrictions/requirements please navigate to the invoice edit page for the invoice in question. From here, find the program line item you wish to accept the errors on and select the blue Accept This Error? button. By doing so, you as an administrator can effectively override any restrictions or requirements you may have placed on the program/product in question.

 

Note that you can also select to Edit ​​ the invoice line item to view more information on the error in question.

To adjust the cost of an invoice line item please navigate to the invoice edit page for the invoice in question. From here, find the line item in question and select to Edit . Select the [ Adjustments] tab from within the line item segment, enter a name/description for your adjustment, and select to Add  Enter your desired value for the adjustment (note that it is a negative value by default) and select to Accept the adjustment. You may also wish to Accept  the line item as a whole, but this is not required. Note that in order to Post the invoice you will have to update the payments in the payments section.

1. Select to Edit the new line item and adjust any desired parameters
2. Select Post

If your invoice adjustments have resulted in an increased owing amount the system will automatically compensate for this by generating a new pending payment line. This will will be highlighted in yellow to indicate it is new and will use the current day/time for it's default settings. Select to Edit the payment line if you wish to make any adjustments. Once content select to Post.

1. Select to Delete any pending payments
2. Perform a refund (if required)
3. Select Post

If your invoice adjustments have resulted in a decreased owing amount the system will notify you with a red highlighted notice at the bottom of the Payments section. If you have pending payments listed in your Payments section you can begin selecting to Delete these from the bottom up. If the balance of any/all pending payments exceeds that of the invoice imbalance then you can select to Delete these payments until the invoice is balanced. Once complete select Post.

If the balance of any/all pending payments does not exceed the invoice imbalance (or if there are no pending payments) you will need to perform a refund to return the owing balance.

To perform a refund first navigate to the invoice edit page for the invoice in question. Scroll to the Payments section and ensure you have removed any/all pending payments. So long as there is still a balance owing you can then select to Refund ​​​ from a paid payment line. Note that you cannot refund a value higher than the paid payment line you are using.

After selecting to refund, double check the refund line's settings. The refund will default to the same payment medium as the paid payment line you are using to refund, but you may wish to update this.

Note that you cannot refund a balance greater than the invoice's total payments.

1. Add designated adjustment product
2. Adjust the product to the negative value of all other products
3. Delete any pending payments and perform any required refunds
4. Select to Post

To void an invoice while retaining the product/program listings as well as the incoming revenues you will want to first create a $0, Beta-status product called "Void Invoice" (or something similar. The purpose of this product is to add it to the invoice so you can adjust it to the negative value of the invoice. For example, if you are voiding an invoice for $100 you would add this product, select to adjust it, then add a -$100 adjustment to the product. This balances the invoice to an owing balance of $0. Once this is completed you can then Delete any pending payments, perform any required refunds, and select to Post the invoice.

This option will retain the incoming revenues from the products and programs sold. However, it will be important to note that the product you create will absorb the outbound revenues. Please speak with your accounting/treasury team before selecting this method.

1. Select to Edit each line item
2. Adjust each line item to $0
3. Delete any pending payments and perform any required refunds
4. Select to Post

To void an invoice while retaining the product/program listings, but removing the revenues, you will want to select to Edit each line item on the invoice. For each line item add an adjustment to the line and set the adjustment to the negative value of the line item. For example, if you are voiding a product for $100 you would select to adjust it, then add a -$100 adjustment to the product. Once all items have been reduced to a value of $0 your invoice's balance will also be $0. At that time you can Delete any pending payments, perform any required refunds, and select to Post the invoice.

This option will remove the incoming revenues for these products and programs but retain the listings. This offers the ability to report on the attempted/intended purchase without lingering owing balances. Please speak with your accounting/treasury team before selecting this method.

1. Select to Delete each line item
2. Delete any pending payments and perform any required refunds
3. Select to Post

To void an invoice while removing the product/program listings as well as the revenue you can simply select to Delete each invoice line item. Once removed, your invoice's balance will also be $0. At that time you can Delete any pending payments, perform any required refunds, and select to Post the invoice.

This option will remove the incoming revenues from these products, as well as any evidence of the attempted/intended purchase from many of the reports. Though, the Invoice Detailed and Ledger reports will still show these lines. Please speak with your accounting/treasury team before selecting this method.

Cancelling an invoice is much like the "Remove Listings, Remove Revenue" process in the Voiding An Invoice section above. However, only a few clicks are required. To begin, click the Cancel button at the top right of the invoice edit page. This will essentially Delete all products, programs, subscriptions, and tickets from the invoice. Because of this, $0 will be owed on this invoice.

To complete this process scroll down to the Payments section and review the status. If no payments have been received yet then you can simply click Post. If money has been received from the member then a refund will be required. To complete this simply click Refund on any/all payments and update the refund to the desired method. Click Post to save.

To manually create installments for an invoice you will first want to select to Edit the invoice in question. Scroll down to the Payments section to find any Pending payments. By selecting to Edit a pending payment you can adjust the amount the payment line expects. By reducing the amount the system will automatically create a new pending payment for the remaining amount.

Be sure to adjust the date and time for each of your pending payments to stagger them to your desired installments. Note that, while adjusting the dates of your payments, the system will automatically reorder your payments accordingly.

Overpayments can be completed via the member's account. On the member account page select Apply Payment to begin. Check off your desired payment(s) you wish to update and apply your desired value(s) to the payment(s). It is at this time that you can enter the overpayment balance.

Select your payment method (note that only offline payments can be overpayed), set the status, then enter a confirmation code if desired. This code will be used for both the payment and the system generated refund/gift certificate. Select Pay Account Balance to complete the process. This will automatically generate a gift certificate for the overbalanced amount.

Custom line items can be added to your invoice to create on-the-fly or one-off items. This gives you ultimate flexibility to create unique or custom invoices. To begin, enter the invoice creation/edit page for the user in question. Therein, click the Add Subscription or Product tab. Near the top of the tab you will see the Add Custom Line title. Underneath this you will have the Product Description field where you can enter a title and a Total field where you can enter the value of the item (including negative values). Click Add to add the item you have entered.

Please note that taxes will apply to your custom line item based on your tax settings (via Settings > Uplifter Settings > Global Payment Details) if you have them enabled. However, you can remove any applied taxes using the Delete option. Further, once added you can update how many instances of that product you would like to add by adjusting the count value.