Topic: Canceling of single items/events - reimbursement of partial payments  (Read 53577 times)

Several participants booked (for instance) unintentionally an extra conference dinner and now want a refund for this particular item.
We use different payment options, including a credit-card gateway.
What is the best procedure to mark these changes in the ConfTool system?

(A German version of this article is available.)

First of all, go to the list of all registrations for participation

Overview => User and Participant Management => List of All Registrations for Participation
... and edit the corresponding registrations by clicking in the right-hand column "Action" on "Edit registration". Update the registration by unticking the option or editing the number of the relevant item.

Please be aware that your ConfTool installation comes in one of two modes:
Different invoicing modes of ConfTool Pro 

Depending on the mode, your options will be slightly different.

MODE A
Important: If you want to create a new invoice number, please go to the section "Administrative Data (only visible to admins and assistants)" and enable the checkbox for the option "Generate new Invoice Number" (see Image 1). Before you save the new settings, print out the old invoice, because saving the new registration will overwrite the old invoice in the system and it will no longer be available!

Save the changed data and send an e-mail to the participant by clicking on “Save Participant Data and Send a New Confirmation E-mail” which includes a link to the updated invoice.

MODE B
In Mode B, please go to the section "Update Mode for Current Transactions (Invoices)" first and choose a setting for the option "* Update Mode" (see image 2):
  • Create an extra invoice for added items and try to leave the current transaction(s) unchanged.
    -> Use this setting if you want to create an additional invoices for any added items or events.
  • Update the latest transaction (Invoice XXX) if possible.
    -> Use this setting if you want to overwrite the existing invoice with new data.
  • Cancel all original invoices with corrective invoices (credit notes) and create one new transaction (invoice).
    -> Use this setting if you want to cancel the current invoice(s) of the participant and create one new invoice with the current booking.

Once you have made your choice, continue to edit the participant registration and save the changes. In most cases, it would make sense to select the button "Save Participant Data and Send a New Confirmation E-mail" to inform the participant about the changes you have made.

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If the outstanding sum has not been paid so far by the participant then there is nothing else you have to do.

If the sum of the old invoice has already been paid, you will have to send the difference in the amount back to the participant choosing the payment mode of the participant. If you use an online payment system, please go to this system to make the reimbursement. Note: Only a few online payment systems (like PayPal or Ogone) will automatically adjust the payment amounts in the ConfTool system.

This means for most payment methods you will have to manually change the payment records in ConfTool, too.

To do so, please go to the list of registrations for participation
Overview => User and Participant Management => List of All Registrations for Participation
... and edit the payment by clicking in the right-hand column "Action" on "Manage Payments".

Now, please select the payment you would like to refund from the list and then click on the button "Refund or Delete payment" (see image 3). On the next page enter the amount you would like to refund (as positive amount) and click on the button "Refund Payment" (see image 4). The participant will receive a corresponding e-mail ("Payment cancelled").

Alternatively, you can click the button "Enter a New Payment or Refund" and enter the refunded amount as new entry with a negative value (i.e. "-45" for 45 Euro reimbursement - see image 5) to keep track of these transactions in the ConfTool system. The participant will also receive a corresponding e-mail ("Payment cancelled").