Reconciling transactions and invoices
Overview
- There are a number of different transactions which are handled in Wild Apricot. Each transaction normally generates an invoice (unless it it is a free transaction - with zero amount)
- This page discusses how to deal with exceptions that might lead to a transaction not having a corresponding invoice
Membership transactions exceptions
Scenario 1 - Member added manually
New members are always automatically added in the "Pending - New" state
There are 3 possible actions at this stage:
- Activate without invoice - if this member has already paid and you do not want to track this in WA
- Generate invoice - this will allow an invoice to be generated for the member application. The member can then pay the invoice online through their profile or by using an offline payment method (e.g. cash, cheque).
- Cancel - this only cancels the membership, but keeps the contact in the database
There are two other cases where this same workflow applies:
- Manual Renewal (see Manual renewal) - when a member is renewed manually by an administrator
- Manual level change - when an administrator manually changes the membership level of a member
Scenario 2 - invoice deleted by administrator
In the scenario where an administrator deletes an unpaid invoice, the following message will appear:
After deleting the unpaid invoice the situation reverts back to the same state as in scenario 1 above.
If a paid invoice is deleted instead, the system will show the associated account as overpaid since the payment is still recorded.
To cancel or refund this payment, see: Adjust or Cancel Payment or Refund
Event registrations exceptions
Scenario 1 - Attendee added manually
After manually adding an attending you have 3 options:
- Cancel registration - Only the event registration is canceled, but the contact remains. A canceled event registration can be restored afterwards.
- Confirm without invoice - if attendee has paid and you don't need to track this in Wild Apricot
- Generate invoice - this will allow an invoice to be generated for the event registration. The member can then pay the invoice online through their profile or by using an offline payment method (e.g. cash, cheque).
Donations
Manually recorded donations can only be edited / refunded (there are no associated invoices)
Online donation, online payment not successful
- If online payment is not successful there are two options:
- Confirm payment - donor paid by other means
- Delete donation - you gave up ever receiving this donation
See also
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