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Entering payments and refunds for orders
Entering payments and refunds for orders

Learn how to enter payments and refunds for orders.

Ben Dharmanandan avatar
Written by Ben Dharmanandan
Updated over a week ago

Eventsforce events can be configured to allow bookers to request an invoice when booking tickets. The registration will be “unpaid” when paying by invoice until a payment is entered for that order. Event managers can enter payment after receiving payment from a booker and send follow-up emails requesting payment for unpaid orders.

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Note: The cost and payment are associated with the ‘booker’, so all payments and requests for payments should be made from the “People > Orders” page.

Entering payments for orders

Once a booker has sent payment for an order, event managers can add payments against that order to reconcile the balance due. Take the following steps to add a payment to an order:

  1. Go to People > Orders

  2. Find the booker and select the row

  3. Use the Spanner Icon and select “Enter payment…”

  4. Enter the payment amount in the “Amount” field

  5. Enter a “Reference” and “Comments” for audit purposes

  6. Click “Save”

Note: It is recommended to add a payment reference, check number, etc and a comment indicating why a payment is being added.

Entering refunds for orders

Important: Eventsforce does not process refunds to the booker's card when a refund is added. All refunds should be issued directly through the payment gateway. Once a refund has been issued through the gateway, a refund can then be added in Eventsforce to reduce the ‘amount paid’ for the order. Take the steps below to add a refund:

  1. Go to People > Orders

  2. Find the booker and select the row

  3. Use the Spanner Icon and select “Enter payment…”

  4. Enter the refund amount as a negative value in the “Amount” field (ex: enter “-100.00” to reduce the amount paid by $100)

  5. Enter a “Reference” and “Comments” for audit purposes

  6. Click “Save”

Note: Adding a refund reference from your payment gateway or a comment indicating why the amount paid is being reduced is recommended.

Payment statuses

An order can have one of the following payment statuses:

  • Paid: The record is paid in full (amount paid equals amount due)

  • Unpaid: The record is unpaid (no payments made against the order)

  • Partly paid: The record is partly paid (payments have been made but do not equal the amount due)

  • Overpaid: The record overpaid (payments exceed the amount due. A refund may be owed)

Note: The payment status will update automatically based on the ‘amount paid’ in relation to the ‘amount due’.

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