Adjust or Cancel Payment or Refund
Overview
There are various situations when you might need to adjust or cancel a refund or payment:
- It was entered with incorrect details: contact name / date/ amount/ tender
- You might want to add some internal notes (e.g. record check #)
- Check has bounced and you want to cancel payment
Adjusting payments and refunds
- Adjusting open (unsettled) payments / refunds: (see settling payments to invoices )
- If payment or refund was not settled, editing is very straightforward - find it via payments screen (Finances -> Payment & Refunds), edit, and save. Payment details, contact, balance etc. are updated.
- Adjusting Settled Payments:
- For settled payments (partially or fully settled), if you change amount to be less than already settled, the system will warn you and automatically cancel all existing settlements. You will need to manually settle the payment afterwards, see settling payments invoices
- Adjusting Settled Refunds:
- A settled refund amount cannot be changed (note refunds can only be settled in full). The only workaround is to go to the originating payment first, cancel settlement with this refund and then edit the refund. See refund example below.
Canceling payments and refunds
From the Payments and refunds transaction list go to the payment / refund you want to cancel and use the delete button. Any settlements associated with this payment / refund will be canceled automatically.
Tracking changes
- The Audit log (Finances -> Audit Log) records all the key financial transactions on your account such as invoice / receipt creation, payments and refunds etc (See audit log )
Adjusting Refund Example
Suppose you mistakenly recorded a refund of $20 instead of $10, settled it and now you want to correct the refund amount:
Editing the refund transaction will only let you change the Date, Tender and Notes, but not the amount:
So first find the associated payment and cancel settlement with this refund: (from Finances -> Payments & Refunds)
The refund (unsettled) amount can now be changed to $10:
Next go back to the original payment and settle this $10 refund:
This refund adjustment is automatically logged in the audit log:
See also
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