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      1. Accrisoft Freedom Knowledgebase
      2. Operations
      3. Events

      How to Change an Event Order After Someone has Already Paid

      Overview: 

      Adjust the Order > Create a new invoice > Apply the payment from the old invoice to the new invoice

      Instructions:

      1. Edit the Event
      2. Click the Registrations Tab
      3. Click the edit pencil icon next to the order that needs to be changed 
      4. Edit the Order Items (attendees) that are listed at the bottom
        • If you are removing attendees, press the X icon next to the attendee
        • If you are adding attendees, press the blue Action button towards the top right and select "Add Attendee"
      5. If the order has already been paid, take note of the Invoice Number listed towards the middle of the order screen, as you'll need to void the invoice in a future step. For this example, let us say the Invoice Number is "219".
      6. Press the blue Action button towards the top right and select Create Invoice
        • Press Continue through the create invoice steps
        • A new Pro Forma Invoice will be created for the adjusted Event Registration Order
      7. Go to the Invoices Module under the Finance section of Freedom
      8. Find and edit the old invoice that was connected to the Event Registration Order 
        • In this example, it was Invoice #219
      9. Press the blue Action button towards the top right of the screen and select Void Invoice
      10. You will confirm that you want to Void by pressing OK, then you will be shown a Credit Memo page
      11. Press Save at the bottom of the Credit Memo to complete the voiding process
        • This creates an unapplied payment for that Contact Database account that we can apply to the newly created invoice for the adjusted event registration
      12. Edit the newly created Pro Forma invoice (that was created previously in step #6)
      13. Press the arrow next to the green Save as a Pro Forma button towards the bottom, and select "and post"
      14. Edit this invoice again, now that it is "Posted"
      15. Click the blue Action button towards the top right of the screen and select "Pay Invoice"
      16. For Payment Method, select Unapplied Payments
      17. In the Payments dropdown below, select the payment that was created during the Void/Credit Memo in steps #10-11
      18. Press the blue Continue button and then the blue Finish button

      Account Needs a Refund:

      If the new registration amount was less than the original amount, the person's account will have a remaining Unapplied Payment that can be refunded, or applied to another invoice under their account.  You can initiate a refund by going to the Cash Receipts Module (sometimes can be labeled as "Payments" or "Gateway"), and pressing the green +Refund button.  Note: Only credit card transactions can be refunded digitally.

       

      Account Needs to Pay More:

      If the new registration amount was more than the original amount, there will be a balance left over on the invoice that needs to be paid.  You can manually add a payment for them by going to the Cash Receipts Module (sometimes can be labeled as "Payments" or "Gateway"), and pressing the green +Payment button.  The customer may also be able to log into the member portal on your website and make a payment for the invoice, depending on your site's configuration and setup.

       

       

       

       

       

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