HOW-TO:
NOTE: Sometimes an attendee wants
to cancel an item and add a new one to replace it. In this situation, the
original item may have been fully or partly paid for, or unpaid. In all cases,
you need to transfer the balance (paid or owing) from the original item to the
new item. Use the steps below to record this correctly in the double-entry
accounting system.
Attendee
Panel
1.
Search for the Attendee and select the original item.
2.
Mark the Payment Status as ‘Canceled’ on the attendee record. (Do not delete the item.)
3.
Select
Financials
(credit card icon) and issue a ‘refund’, although you will just be transferring this money across to the new item.
4.
Exit
Financials
.
5.
Add the new item, marking the Payment Status as “Purchase”.
6.
Select
Financials
and manually process a payment for the amount you just ‘refunded’.
7.
Issue the new invoice.
NOTE: Doing the above will result in no net
difference
to the total payment balance (paid or owing). You still need to invoice for the remaining amount.
OR if the new item costs
less
than the canceled item, the payment balance will show as negative, and you need
to process a refund for the difference.
ALTERNATIVE METHOD:
Your accounting team may prefer you to use this method, which ensures you don’t have a ‘receipt’, ‘refund’, and ‘payment’, when in reality there was just one payment.
Attendee Panel
1.
Search for the
Attendee.
2.
Select
Financials
(credit card icon), then
Audit
Trail
, and go to the receipt for the original item.
3.
Select “
Edit Payment
” and remove the
previously paid amount,
then “
Save Payment
”.
4.
Now go back to the Attendee Record and cancel the original item.
5.
Add the new item.
6.
Go back to
Financials
and process a new ‘payment’, using the same previously
paid amount you’d removed from the original item.
7.
This will automatically create a credit note and new invoice.