Correcting or removing a payment
A payment, refund or store-credit record the supplier keyed in by hand can be corrected or removed from the Records tab of the Manage Payments panel. The invoice balance, the payment status, the customer's store credit and the bookkeeping all follow. Nothing is erased from the books: a correction posts a reversal and a new entry, and a removal posts a reversal.
Who uses it
- Supplier staff with full invoice access correct typos (wrong amount, date or method), remove duplicates, and undo refunds.
- Restaurants hear about a correction only if the supplier ticks the notify box.
How it works
Which records can be changed
| Record | Correct or remove? |
|---|---|
| Cash, Check, Other, Other ACH, Other Credit Card payment | Yes |
| Payment made with Store Credit | Yes |
| Refund in any of those methods, or as store credit | Yes |
| Store credit given from an overpayment, return or cancellation (Credit Issued) | Yes |
| Card, PayPal or bank (ACH) payment the customer made online | No: "Online payments cannot be adjusted. Please contact the customer or Clipp support for help." |
| Anything on a cancelled or void invoice | No: "This order is cancelled. Payment records are read-only." or "This order is void. Payment records are read-only." |
Refunds are created from the Issue Refund tab (see Refunds) and can then be corrected here. The panel can't create Credit Issued records, so those only appear on invoices that already carried them from before, or on cancelled invoices, where they're read-only. The sections on credits below apply to those older records (verify).
Correcting a record
Click the pencil on a record. The tab stays on Records and shows the form:
| Field | Label | Notes |
|---|---|---|
| Method | Payment Method | The supplier's manual methods. The record's current method stays listed even if the supplier no longer accepts it. |
| Reference | Check Number / Transaction ID / Card Last 4 Digits (optional) | Cleared when the method changes to one without a reference. |
| Amount | Amount, with "Balance Due: $X" for payments | For a payment, the balance shown is what the invoice owes without this payment, so you can see how far it can go. Example: invoice $100.00 fully paid by this $100.00 payment shows "Balance Due: $100.00". |
| Account | "Please select the account (Optional)." | Hidden for Store Credit. Keeps the original account unless you pick another. |
| Date | "Select the date payment was received." | Same label on refunds. |
| Note | Notes (optional) | |
| Notify | Notify customer about this payment update | Off by default |
Footer buttons: Cancel and Save Payment Edits, Save Refund Edits or Save Credit Edits, depending on the record. Success screens:
| Record | Title | Line |
|---|---|---|
| Payment | Payment Updated! | The amount has been applied to the invoice. |
| Refund | Refund Updated! | The refund has been restated on this invoice. |
| Credit Issued | Credit Updated! | The credit has been restated on this invoice. |
Each has Back to Manage Payments and Exit. The record then shows Last Modified: {name} at {date}.
Validation and refusals:
| Situation | Message |
|---|---|
| Raising a hand-recorded payment above what's owed | "That's $0.01 more than the $100.00 due. Lower the amount, or record the extra as a new payment issued as store credit." Lowering a payment is always allowed. |
| A store-credit payment above the customer's credit plus this payment | "Insufficient store credit balance" |
| A store-credit payment above the balance due | "Amount must be less than or equal to the balance due" |
| Raising a refund above paid less refunded | "A refund of $80.00 is more than the customer paid on this invoice. Refundable: $70.00." |
| Shrinking or removing a store-credit refund the customer has partly spent | See Credit already spent |
| Switching a payment to Store Credit without enough credit | "Insufficient store credit balance (10) for payment amount (40)" |
| Trying to edit an online payment through the API | "Only manual payments (Cash, Check, Other, Other ACH, Other Credit Card, Store Credit) can be edited" |
A refused correction shows a toast headed This refund can't be changed (refunds and credit) or Update Failed (payments), with the server's reason. Nothing is saved.
Removing a record
Click the bin. The dialog is worded by what the record is:
| Record | Dialog title and button | Warning | Reason prompt |
|---|---|---|---|
| Payment | Delete Payment | "Are you sure you want to delete this payment? This action cannot be undone." | "Why is this payment being removed?" |
| Refund | Delete Refund | "Are you sure you want to delete this refund? This action cannot be undone." | "Why is this refund being removed?" |
| Credit Issued | Delete Credit | "Are you sure you want to delete this credit? This action cannot be undone." | "Why is this credit being removed?" |
- Reason for removal is required. The red button stays disabled until something is typed, and the server refuses a blank reason: "A reason is required to remove a payment". The reason is kept on the record's audit history.
- Notify customer about this payment update is unticked every time the dialog opens.
- Success: Payment Deleted! / "The payment has been removed from the invoice." (or Refund Deleted!, Credit Deleted!).
- Failure toast: This refund can't be changed (refunds and credit) or Delete Failed, with the reason, or "Failed to delete payment. Please try again."
The record is hidden, not erased: the payment keeps a deleted flag with who removed it and when.
What each correction changes
Bookkeeping rows are shown as Name · Type · Category · Amount. A reversal copies the original row's type, category, date and account, negates the amount, adds " - Reversal" to the name and "Reversal — " to the description.
Edit a cash payment from $100.00 to $60.00
Invoice INV-1001, final total $100.00, one $100.00 cash payment.
| Before | After | |
|---|---|---|
| Records | Payment · Cash · $100.00 | Payment · Cash · $60.00 · Last Modified: you |
| Bookkeeping | Order Payment Received · Income · Cash Payment · +$100.00 | + Order Payment Received - Reversal · Income · Cash Payment · −$100.00; + Order Payment Received · Income · Cash Payment · +$60.00 |
| Net in Cash Payment | $100.00 | $60.00 |
| Balance due | $0.00 | $40.00 |
| Payment status | Paid | Partially paid |
| Overdue | — | Can become overdue again once past its due date |
| Store credit | unchanged | unchanged |
| Messages | — | None unless ticked; then "Payment Updated" to the restaurant |
Raising it back from $60.00 to $100.00 works the same way in reverse. Raising it to $100.01 is refused (IMM-032).
What triggers a reversal-and-rebook: a change of amount, date, method or account. A change of note or reference only rewrites the existing bookkeeping row's description in place, with no new rows (IMM-020). If the invoice has an order fee, the fee is shared out across the payments again, in the order they were recorded.
Remove a $100.00 cash payment
| Before | After | |
|---|---|---|
| Records | Payment · Cash · $100.00 | (gone) |
| Bookkeeping | Order Payment Received · +$100.00 | + Order Payment Received - Reversal · −$100.00 |
| Balance due / status | $0.00 / Paid | $100.00 / Unpaid |
If the payment had paid off an order fee, both the Order Fee Payment Received and Order Payment Received rows are reversed. Refunds on the invoice are left alone (IMM-010).
Remove a $40.00 store-credit payment
Invoice $100.00, $40.00 settled with credit, customer's credit now $10.00.
| Before | After | |
|---|---|---|
| Invoice | Store Credits −$40.00; final total $60.00 | No store-credit row; final total $100.00 |
| Balance due | $60.00 | $100.00 |
| Customer's store credit | $10.00 | $50.00 |
| Bookkeeping | nothing | nothing |
Remove a $120.00 cash refund
Invoice $500.00, paid $500.00, $120.00 returned, $120.00 refunded in cash.
| Before | After | |
|---|---|---|
| Records | … Refund · Cash · $120.00 | (gone) |
| Bookkeeping | Refund Provided · Income · Sales Return · −$120.00 | + Refund Provided - Reversal · Income · Sales Return · +$120.00 |
| Refunded | $120.00 | $0.00 |
| Balance due | $0.00 | −$120.00, with Available Refund Amount $120.00 |
| Payment status | Paid | Paid |
Change a refund's method
| Change ($100.00 refund) | Store credit | Bookkeeping |
|---|---|---|
| Cash → Store Credit | +$100.00 to the customer | + Refund Provided - Reversal · +$100.00 (the cash refund is cancelled out; no new row) |
| Store Credit → Cash | −$100.00 from the customer (refused if they've spent it) | + Refund Provided · Sales Return · −$100.00 |
Correct a store-credit refund
Only the difference moves (IMM-017). Customer's credit is $100.00 from a $100.00 store-credit refund:
| Correct the refund to | Customer's credit after |
|---|---|
| $150.00 | $150.00 |
| $60.00 | $60.00 |
| removed | $0.00 |
Credit already spent
The customer's store credit is one balance per supplier. A store-credit refund can shrink only by the credit they still hold.
Example: a $1,000.00 store-credit refund; the customer has since spent $400.00 and holds $600.00.
| Attempt | Result |
|---|---|
| Remove the refund | Refused: "Can't remove this refund — $400.00 of the $1,000.00 store credit has already been spent. Reduce the refund to $400.00, or bill the customer for the difference." |
| Reduce it to $10.00 | Refused: "Can't reduce this refund — $400.00 of the $1,000.00 store credit has already been spent. Reduce the refund to $400.00, or bill the customer for the difference." |
| Reduce it to $400.00 | Accepted. Credit $600.00 → $0.00. |
| Remove it when the credit is all spent | Refused: "… It can't be reduced at all — bill the customer instead." |
A refused attempt changes nothing: the refund and the balance stay as they were (IMM-016). The same rule and wording ("this refund") apply when removing a Credit Issued record, such as overpayment credit.
Messages sent
Corrections and removals are quiet unless the supplier ticks Notify customer about this payment update. When ticked:
| Channel | Recipient | Content |
|---|---|---|
| Push | Restaurant | Payment Updated / "Dosto's Wholesale order INV-1001 payment has been updated. Tap for details" |
| SMS | Restaurant staff with order or payment access, and the customer's contacts | "Clipp: Payment updated on order INV-1001 from Dosto's Wholesale." / "Tap here to view." |
| Same people | SendGrid template restaurant-payment-updated, with the restaurant name, invoice number, supplier name and a link (wording in SendGrid; verify) |
The same "payment updated" wording is used when the record was a refund.
Where it shows up
The invoice page totals and status, the invoice list, the PDF, the customer's payment history and store credit, Bookkeeping and the reports. The order's Activity Log lists "Payment was updated" and "Payment was deleted" entries.
Permissions
Full invoice access (Admin and Clerk by default). The server also checks that the record belongs to the supplier the user is working for. Anyone with access can correct anyone's record (IMM-006).
Decisions
- A correction books a reversal and a new entry, never an edit of the old one. The ledger keeps an audit trail. (#2306)
- A note-only change rewrites the description in place. A cosmetic change shouldn't add two rows. (#2306)
- Every removal needs a reason. It's the only record of a reversal with no other paper trail. (#2316)
- A refused claw-back names the lowest amount that will work. The old message suggested an amount the same rule then rejected. (#2306)
- Corrections are quiet by default. They're usually a supplier cleaning up a duplicate the customer never saw. (#2306)
Specs
The scenarios are in Manage Payments panel → Specs (IMM-004 to IMM-020, IMM-026, IMM-028, IMM-029, IMM-032).
Known limitations
- When the customer is notified about a corrected or removed refund, the message says "Payment updated", not refund wording. IMM-029 expects refund wording; there's no test for it.
- Removing a payment can't be undone; re-enter it instead.
FAQ
I entered $1,000 instead of $100. Do I delete and re-enter? Edit it. The books get a reversal of $1,000 and a new $100 entry, and the balance updates.
Why did two new rows appear in Bookkeeping after I fixed an amount? The old entry is reversed and a new one posted, so the history shows what changed. The category's net total is the corrected amount.
Why can't I remove this store-credit refund? The customer has already spent some of the credit. The message says the lowest amount you can reduce it to; bill the customer for the rest.
Does the customer get told when I delete a payment? Only if you tick Notify customer about this payment update in the dialog.