Follow these steps if a Payment needs to be canceled, reversed or refunded.

For NSF checks or refunded payments that need to offset payments entered through the Add a Payment tool:

1. Locate and open the Payment record in Products & Payments > Payments.
2. Click Copy:
   • Select the Payment Detail sub-page to copy the detail.
   • Click OK.
3. Edit the newly-created record, making the Payment Total a negative amount.
4. Save the Payment Record.
5. From the open Payment record, on the Payment Details sub-page, for each of the newly created Payment Detail sub-page records that are greater than $0:
   1. Click to open (don't click the jump link).
   2. Click Edit.
   3. Make the Payment Amount negative.
   4. Click Save.
   5. Repeat as needed.

The negative NSF payment should probably be processed by itself to your accounting system, as it will likely show up as a journal entry on your bank statement.

For Authorize.NET payments made via Credit Card or echeck:

1. Use the Authorize.NET gateway to refund the payment if necessary. Note: This step is required to refund a payment. If you do not refund the payment through the Authorize.Net gateway, the payment will not be refunded.
2. Locate and open the Payment record in Products & Payments > Payments.
3. Click Copy:
   • Select the Payment Detail sub-page to copy the detail.
   • Click OK.
4. Click Edit on the newly-created record.
5. Make the Payment Total a negative amount.
6. Change Processed to No.
7. Save the Payment record.
8. From the open Payment record, on the Payment Details sub-page, for each of the newly created Payment Detail sub-page records that are greater than $0:

   1. Click to open (don't click the jump link).
   2. Click Edit.
   3. Make the Payment Amount negative.
   4. Click Save.
   5. Repeat as needed.
9. From the open Payment record, on the Payment Details sub-page, for each of the newly created Payment Detail sub-page records that are less than $0 (for example an Early Bird Discount):
   1. Click to open (don't click the jump link).
   2. Click edit.
   3. Make the payment amount $0.
   4. Click Save.
   5. Repeat as needed.
   Alternatively, you can remove the copied details:
   1. ​Click the jump link to go to the Payment Detail record.
   2. Click Delete (there should be no dependent records).
   3. Repeat as needed.

This negative payment can be processed normally as part of the correct merchant batch.

Additional Cleanup

Once the payment is reversed, there are a couple of additional areas to clean up:

For Cancelled Event Registrations/Invoices:

1. Invoice record:  update the related Invoice record (Invoice Total field and Invoice Status field) and the Invoice Detail record (Line Total field) to "0.00" and "Cancelled." This ensures that they won't get confused if they look at the My Purchase History page on the Portal, as it won't look like they owe what they were just refunded.
2. Event Participant record: if the refund was because the person is no longer attending an Event they registered for, you might also want to change their Event Participant Status to 05 Cancelled.
3. Process the Payment as per your usual process. The Payment will need to be marked as Processed = True in order for the correction to properly show on the My Purchase History page.

For partial refunds/discounts:

1. Update the Invoice to have the correct, adjusted Invoice Total (and invoice Status, if needed).
2. Keep the Invoice Detail with the original total.
3. Add a new Invoice Detail record to the Invoice for the amount of the refund/discount (this will probably need to be a negative amount).
   
4. Create a Payment and Payment Detail for the refund/discount (by following the steps listed above).
5. The Payment Detail for the refund/discount should be updated to connect to the new Invoice Detail created above.