Record settlement history in payments for possible reuse if credited
Currently when someone cancels an event, they get an immediate credit to their account which is great.
However, it would be greatly improved if WA would record the date the credit was generated (cancel date ---- now it just keeps the original date of registration, or invoice date) and also carried the Name of the Event so that it is clear where the credit came from. Ideally, this information should stay with the credit when it is applied to a new invoice.
It is not easy now to tell a member who may think they still have a credit from a canceled event where a specific credit was applied, since it just reverts to the original payment tender type with no info about where the original payment was made.
Maybe there is an easier way to figure this out, but I haven't found it.
Patricia Eggers
shared this idea
Released in update 5.9, as part of Voiding invoices feature – https://help.wildapricot.com/display/DOC/Release+5.9
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Leslie G
commented
Need to see who has credit balances & total of all credit balances on specific dates. Also what credit $$ have been used in a period (and by whom)
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Bonnie
commented
It would help to have an option on whether to give a refund credit when we cancel an event registration on the Admin side. We have alot of event cancellations that don't receive a credit. I have to go to the individuals contact record, remove their email address temporarily so they don't receive an email when I issue the refund so they don't see a credit, then settle it in their financial transactions. I go back and re-enter their email address to their contact record after that. That is a lengthy process.
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Dmitry Buterin commented
Hi Gill,
Good point, thanks!
I will pass this to my colleagues working on the Profile payments feature.
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Gill
commented
I think that this would be very useful. We currently cancel or rearrange events and transfer people quite regularly, and it is difficult to keep track of who we have credited for which events. To see this information on the list of open balances, via payment notes, would be sufficient for us.
I also think that when you introduce the ability for members to settle their accounts through their Profile (which is fantasic by the way), it will become more important, as they will see the credit balance and will want information on what this relates to.
Many thanks
Gill Mortimer
WICE Paris
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OK, thanks for details. Let's see what other clients would say about functionality like this.
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Patricia Eggers
commented
The internal notes would be helpful, since at least then we can figure out where it came from.
I would also like to be able to see this information when I view list of open balances: Right now I’m monitoring them all (since event managers are making errors trying to apply credits — they end up recording a new payment instead of settling). Here’s what I do:
Finance Tab, Payments and Refunds, Filter with open balances. It would be great if that list had that info on it. And ideally, I’d prefer the date to be the date of the credit, not the date of the initial registration. I almost missed errors that were made in canceling fly trip registrations —— they register for these trips in August, but may cancel in January. Since the credit appears on the August date, not the cancel date, I have to make sure I look back far enough to make sure accounts are correct. (Sometimes event managers create credits inadvertently when correcting/re-entering a registration —— that’s what I have to monitor, since in the case of our fly trips, these inadvertent credits can be hundreds of dollars). -
So, in WA terms, once a payment has been settled to a particular invoice, information about that invoice/transaction should be somehow recorded in the payment permanently, even if settlement is removed later, correct?
How exactly would you use this information?
If we were to record this in payment notes, would it be visible enough?
