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Adjusting or canceling a payment or refund

There are various situations when you might need to adjust or cancel a payment or refund:

  • It was entered with incorrect details, such as contact name, date, amount, or tender.
  • You might want to add some internal notes (e.g. record check number) or apply tax.
  • The check has bounced and you want to cancel the payment.

Adjusting payments

To adjust a recorded payment – whether settled or unsettled – follow these steps:

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  1. Hover over the Finances menu and select the Payments & refunds option.
  2. Find the payment within the list and click on it.
  3. From the payment details, click the Edit button.

  4. Adjust the payment details as required.
  5. Click the Save button. Payment details and contact records, including balance, are automatically updated.

When you attempt to adjust the amount of a partially or fully settled payment to less than the settled amount, you will be warned that saving your change will result in the settlement being automatically canceled.

If you proceed with the change, you'll need to manually settle the payment.

Adjusting refunds

You can adjust a refund as you would any payment. For settled refunds, you cannot modify the refund amount.

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To adjust a refund, follow these steps:

  1. Hover over the Finances menu and select the Payments & refunds option.
  2. Find the refund within the list and click on it.
  3. From the refund details, click the Edit button.

  4. Adjust the refund details as required. For settled refunds, you cannot modify the refund amount.
  5. Click the Save button.

Canceling payments and refunds

You can cancel a payment or refund by deleting it. Any settlements associated with the payment or refund will be automatically canceled.

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To cancel a payment or refund, follow these steps:

  1. Hover over the Finances menu and select the Payments & refunds option.
  2. Find the payment or refund within the list and click on it.
  3. From the payment or refund details, click the Delete button.

  4. You will be prompted to confirm the deletion. Click Yes to proceed with the deletion.

Tracking changes

The audit log records all important financial activities on your account, including the modification or deletion of payments and refunds.

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To view the audit log, hover over the Finances menu and select the Audit log option.

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Wild Apricot Inc. 144 Front Street West Suite 725, Toronto, Ontario, Canada M5J 2L7