Manage Payments panel
Every movement of money on one invoice lives in one side panel: money the customer paid, money the supplier gave back, and store credit moving either way. The supplier opens it from Manage Payments on the invoice page. It has three tabs: Add Payment, Issue Refund (only on a paid or part-paid invoice, see below) and Records. Fixing or removing a record is covered on Correcting or removing a payment.
Who uses it
- Supplier staff with full invoice access record cash, check and other hand-collected payments, and review and correct the record.
- Supplier staff with read-only invoice access don't see the Manage Payments button at all.
- Restaurants never see the panel. They see the result: the invoice balance, the payment lines on the PDF, and any receipt or refund message.
How it works
Opening the panel
Manage Payments shows on the invoice page when the order is Ready for Delivery or Delivered, or when the invoice is Canceled or Void (then read-only). It's hidden for Pending and Packing orders.
- The panel's title is Manage Payments. Under it is the invoice number and customer name, for example
INV-001382 · Joyce's Boardgame Cafe. - For an open invoice, a Card on file block sits above the tabs, to request or charge the customer's saved card. See Card on file.
- It opens on Add Payment. A cancelled or void invoice opens on Records instead.
| Tab | Available when | If not, the tab is greyed out and says |
|---|---|---|
| Add Payment | The invoice isn't cancelled or void | "You can't add payments or refunds to a cancelled order." |
| Issue Refund | The invoice is Paid or Partially paid | "Issue Refund is only available for orders with partial or full payment." (or the cancelled message above) |
| Records (n) | Always. The count appears once the records have loaded. | — |
Leaving a tab, closing the panel, or leaving an edit with unsaved changes asks first: You Have Unsaved Changes / "You are navigating away. Do you want to save the edits?", with Do Not Save and Save & Exit. If Save & Exit fails validation, the panel stays on the form with the problem highlighted.
Add Payment tab
Heading: Add New Payment.
| Field | Label on screen | Default | Notes |
|---|---|---|---|
| Method | "Please select the payment method." | Cash | Options, in this order: Cash, Check, Store Credit, Other ACH, Other Credit Card, Other. Only methods the supplier accepts are listed (set in Manage Account → payment methods). Store Credit is always listed. Admins see an info icon: "Manage accepted payment methods here". |
| Reference | Check Number (optional), Transaction ID (optional) or Card Last 4 Digits (optional) | empty | Shown only for Check, Other ACH and Other Credit Card. Up to 15 characters (Check, Other ACH) or 20 (card). Changing the method clears it. |
| Amount | "Please enter the amount you'd like to add." | The balance due, when something is owed | Under the label: "Balance Due: $X", and "Store Credits Applied: $X" when store credit already settles part of the invoice. |
| Account | "Please select the account (Optional)." | The supplier's default account for that method | Hidden for Store Credit. Decides which bookkeeping account the payment posts to. |
| Date | "Select the date payment was received." | Today | |
| Note | Notes (optional), helper "Internal only. Not shown to the customer." | empty | Up to 200 characters. For Other the label is "Please describe the payment method (optional)." (placeholder "e.g., Wire Transfer, Money Order, Venmo") and the helper warns "This note will be shown on the customer's invoice." |
| Notify | Notify customer about this payment update | Off | Pinned above the buttons. |
Buttons: Cancel and Add Payment. On success the panel shows Payment added successfully! / "The amount has been applied to the invoices." (The panel then has no buttons; close it with the corner control.) A retry of the same payment is recorded once.
Validation. The form itself only checks the amount; the server checks the rest and answers with a toast headed Payment Failed:
| Situation | Message |
|---|---|
| No amount | "Amount is required" |
| Zero or negative | "Amount must be greater than 0" |
| Cash, check or other method, more than the settleable balance | "That is $20.00 more than the $100.00 due on invoice INV-1001. Issue the extra as store credit, or lower the amount." (see the limitation) |
| Same, but nothing is owed at all | "Nothing is due on invoice INV-1001, so there is nothing for this payment to settle." |
| Store Credit above the customer's credit | "Insufficient store credit balance" |
| Store Credit above the balance due | "Store credit of $60.00 is more than the $40.00 owed on invoice …" |
| The invoice was cancelled meanwhile | "This order is cancelled and can no longer be changed." |
Issue Refund tab
Available when the invoice is Paid or Partially paid and not cancelled. It records money the supplier gave back: Issue Full Refund or a Custom Amount (never more than the customer paid), the method (Store Credit first), an optional account and reference, the date, notes, and a Notify customer box that is off by default. It is greyed out on an unpaid, Processing, void or cancelled invoice. Full details are on Refunds. A cancelled invoice is refunded in the Cancel Invoice flow instead, which refunds what the customer paid when the order is cancelled; store credit applied to the order always goes back to the customer on cancel. See Returns & cancellations. A refund appears in Records and can be corrected or removed there.
Records tab
Every movement on the invoice, newest first. Each card shows:
- Payment Amount or Refund Amount (money out reads as a refund).
- Payment Date or Refund Date.
- Method: Cash, Check, Other, Online, ACH, Other ACH, Other Credit Card, Platform Payout or Store Credit.
- Status, only when it isn't complete: Pending or Processing (a bank payment still clearing).
- Recorded by: the person, or "Paid online by customer" for card and bank checkouts, or "System" for movements the app makes itself (such as credit returned on cancellation).
- Last Modified: "Name at date", only on records that can be corrected and were edited.
- Note, or "-".
- A coloured chip: Payment, Refund or Credit Issued.
- Pencil and bin buttons to correct or remove it.
| Record | Chip |
|---|---|
| Cash, check, other, card or bank payment | Payment |
| Payment made with store credit | Payment |
| Refund in cash, check or other method | Refund |
| Refund paid as store credit | Credit Issued |
| Store credit given from an overpayment, return or cancellation | Credit Issued |
Failed bank payments are left out of the list (the activity log reports them). So is store credit applied from the order's Promotions & Fees drawer; it shows in the invoice totals as Store Credits instead. Empty list: "No payment records found."
The pencil and bin are greyed out, with a tooltip, when:
| Why | Tooltip |
|---|---|
| The invoice is cancelled or void | "This order is cancelled. Payment records are read-only." |
| The user lacks full invoice access | "You need full invoice access to correct or remove a payment." |
| The record is still saving | "This record has not finished saving yet." |
| Card, PayPal or bank (ACH) money the customer paid online | "Online payments cannot be adjusted. Please contact the customer or Clipp support for help." |
Calculations
All amounts use the invoice's stored figures: the total, paid (cash, check, card, bank and other payments that have completed, less refunds), store credit applied and any Clipp payout.
Balance due = total − paid − store credit applied − Clipp payout, never below zero. An overpayment doesn't make it negative; it shows as Available Refund Amount on the invoice.
Suggested amount on Add Payment
The amount box starts at the balance due, if it's above zero. Example: total $500.00, paid $200.00 → the box shows $300.00.
Overpaying by hand
A cash, check or other hand-recorded payment can settle only what is owed less any bank payment still clearing. A larger amount is refused.
| Invoice | You record | Result |
|---|---|---|
| owes $100.00 | $120.00 cash | Refused: "That is $20.00 more than the $100.00 due…" |
| owes $100.00, with a $60.00 bank payment clearing | $50.00 cash | Refused: $10.00 more than the $40.00 still due |
| owes $0.00 | $20.00 cash | Refused: "Nothing is due on invoice …" |
Anything up to half a cent over the balance is treated as rounding, not an overpayment.
Why overpaying is refused
Before, the extra sat on the invoice as a negative balance nobody chose, and in production it was mostly the same payment entered twice. Now the supplier must decide that the extra is credit (#2499). The server can issue the extra as store credit when asked, but this form has no box to ask, so the supplier can't do it from the panel yet.
Store credit can't settle more than is owed
| Invoice owes | Customer's credit | Settle with credit | Result |
|---|---|---|---|
| $40.00 | $100.00 | $60.00 | Refused: "Store credit of $60.00 is more than the $40.00 owed on invoice …". Credit unchanged. |
| $40.00 | $100.00 | $40.00 | Accepted. Credit $100.00 → $60.00. |
| $40.00 | $30.00 | $40.00 | Refused: "Insufficient store credit balance" |
What each action changes
The bookkeeping rows below are what the supplier sees on the Bookkeeping page. "Income" is the transaction type. A refund is an Income row with a negative amount in the Sales Return category. Store credit never creates a bookkeeping row.
Add a $200.00 cash payment
Invoice INV-1001 for Joyce's Boardgame Cafe: final total $500.00, nothing paid, no order fee.
| Before | After | |
|---|---|---|
| Records | — | Payment · Cash · $200.00 · Recorded by you |
| Bookkeeping | — | Order Payment Received · Income · Cash Payment · +$200.00 · "A payment was received from Joyce's Boardgame Cafe for order INV-1001" |
| Balance due | $500.00 | $300.00 |
| Payment status | Unpaid | Partially paid |
| Store credit | unchanged | unchanged |
| Messages | — | None, unless Notify customer… was ticked |
A check adds "(Check #1042)" to the description, Other ACH "(Txn …)", Other Credit Card "(Card x…)". A note is appended after a full stop.
When the invoice has an order fee
Payments pay off the invoice's one-time order fee first. Invoice: subtotal $90.00 + $10.00 fee = $100.00.
| Payment | Bookkeeping rows |
|---|---|
| First, $60.00 cash | Order Fee Payment Received · Income · Other Income – Order Fees · +$10.00; Order Payment Received · Income · Cash Payment · +$50.00 |
| Second, $40.00 cash | Order Payment Received · Income · Cash Payment · +$40.00 |
Settle $40.00 with store credit
Invoice total $100.00, customer holds $50.00 of credit.
| Before | After | |
|---|---|---|
| Records | — | Payment · Store Credit · $40.00 |
| Invoice | Total $100.00 | Total $100.00; a Store Credits −$40.00 row under it |
| Balance due | $100.00 | $60.00 |
| Payment status | Unpaid | Partially paid (the $40.00 counts as paid) |
| Customer's store credit | $50.00 | $10.00 |
| Bookkeeping | — | nothing |
Settling the whole $100.00 with credit leaves a balance of $0.00 and the invoice reads Paid.
Messages sent
| Action | Who hears | Default |
|---|---|---|
| Add a payment by hand | Restaurant: receipt email (with the invoice PDF), receipt SMS, push "Thank you for your payment!". Supplier: push "Payment Received from {restaurant}". | Off. Only when Notify customer about this payment update is ticked. |
| Issue a refund from the invoice | Restaurant: refund email (with the invoice PDF), SMS, push. Supplier: refund email to the business email. | Off. Only when Notify customer is ticked. |
| Cancel with a refund | Restaurant: refund email (with the invoice PDF), SMS, push. Supplier: refund email to the business email (with the invoice PDF). | Always |
| Correct or remove a record | See Correcting or removing a payment | Off |
- Receipt SMS: "Clipp: Thank you for your payment!" / "$200.00 applied on order INV-1001 from Dosto's Wholesale." / "Remaining balance: $300.00" (only when something is still owed) / "Tap here to view." with a link.
- Receipt push: "Thank you for your payment!" / "$200.00 applied on order INV-1001 from Dosto's Wholesale."
- Refund SMS: "Clipp: Refund Issued" / "$120.00 has been refunded for your order INV-1001 from Dosto's Wholesale." / "Tap here to view."
- Refund push: "Refund Issued" / "$120.00 has been refunded for your order INV-1001 from Dosto's Wholesale."
- The receipt and refund emails are SendGrid templates (restaurant-payment-receipt, restaurant-refund-received, supplier-refund-issued). Their wording isn't in the codebase (verify in SendGrid). They're sent the amount, method, invoice number, both business names, remaining balance, whether the refund is partial, and the cancellation reason when the refund was part of a cancellation.
- Receipt emails (with the invoice PDF) go only when the invoice ends up Paid, Partially paid or Processing.
- The supplier gets a receipt email only for payments the customer made online (card or bank), never for ones the supplier keyed in.
- Recipients: the restaurant's contacts on this supplier's customer record, plus restaurant staff with order access (SMS); see Customer info.
- Clipp can mute a supplier's email, SMS or push; muted channels are skipped.
Where it shows up
- The invoice page totals: Payment / Net Payment, Store Credits, Refunded Amount, Balance Due, Available Refund Amount, and the Payment Method / Refunded Method lists.
- The invoice PDF payment-method column.
- The invoice list's Payment Status and Payment Method columns.
- The customer's payment history and store credit balance.
- Bookkeeping, and the sales report and receivables.
Permissions
| Role | Sees Manage Payments | Adds, corrects |
|---|---|---|
| Admin, Clerk | Yes | Yes |
| Driver, Warehouse, Sales Person | No (read-only invoice access) | No |
| Custom role | With full invoice access | With full invoice access |
Anyone with full invoice access can correct a record someone else made (IMM-006).
Decisions
- One panel for every movement of money on an invoice. Payments, refunds and store credit were scattered; a cancelled order's history was hard to reach. (#2306)
- A hand-recorded payment pays up to the balance due. Extra money sat as an unexplained negative balance, mostly duplicates. (#2499)
- A refund can't return more than the customer paid, less what's already refunded. A $200 refund on an $86.50 invoice used to be accepted. (#2499)
- Store credit never reaches the bookkeeping. It isn't money the supplier holds. (#2306)
- Online payments can't be corrected here. The processor holds that money, so it's theirs to reverse. (#2306)
- A refund tells the customer; correcting one doesn't, unless asked. A correction is usually cleanup of a duplicate the customer never saw. (#2306)
Specs
invoice-money-movements.feature
# prefix: IMM
Feature: Invoice Money Movements
Every movement of money against an invoice — money the customer pays, money the
supplier returns, and store credit moving in either direction — is kept on one
record the supplier can review. Movements the supplier recorded by hand can also
be corrected and undone; those the payment processor moved cannot.
Money returned by cash, check or another hand-recorded method is an expense in
the supplier's accounting. Store credit is not money the supplier holds, so it
never reaches the accounting at all — it only moves the customer's credit
balance. Because of that, the same store-credit amount moves the balance in
opposite directions depending on which way the money was travelling: a refund
paid in store credit gives the customer credit, while a payment made with store
credit spends it.
The customer's credit is a single balance per supplier, not a history of
separate grants. So "the credit has already been spent" can only be judged from
what is left, and is exact only when the refund in question is the only credit
the customer holds with that supplier.
Correcting a refund downwards takes the difference back out of that one balance,
so a refund can only shrink by the credit the customer still holds. What is left
is therefore how much can be taken back, never how small the refund may become:
1000.00 returned against 600.00 still held can come down to 400.00 and no lower.
Background:
Given a supplier has issued an invoice to a customer
Rule: Every movement of money on an invoice sits on one record
Scenario: IMM-001 the invoice's money record covers payments, refunds and store credit alike
Given the customer has paid part of the invoice in cash
And the supplier has returned part of the invoice in cash
And part of the invoice was settled with the customer's store credit
When the supplier reviews the money recorded against the invoice
Then the cash payment is listed
And the cash refund is listed
And the store credit settlement is listed
Scenario: IMM-002 each movement identifies what moved, when, how and by whom
Given money has been recorded against the invoice
When the supplier reviews the money recorded against the invoice
Then each movement shows its amount
And each movement shows the date the money moved
And each movement shows the method the money moved by
And each movement shows who recorded it
And each movement states whether the money came in from the customer or went back out to them
Scenario: IMM-003 money recorded against a cancelled order can be reviewed but not changed
Given the order behind the invoice has been cancelled
When the supplier reviews the money recorded against the invoice
Then every movement is listed
And no movement can be corrected
And no movement can be removed
Rule: Only money the supplier recorded by hand can be corrected or removed
Scenario Outline: IMM-004 hand-recorded money can be corrected and removed
Given the supplier returned 50.00 to the customer by <method>
When the supplier reviews the money recorded against the invoice
Then the refund can be corrected
And the refund can be removed
Examples:
| method |
| cash |
| check |
| store credit |
| bank transfer |
| credit card |
| another method |
Scenario Outline: IMM-005 money returned through the payment processor cannot be corrected or removed
Given the supplier returned 50.00 to the customer by <method> through the payment processor
When the supplier reviews the money recorded against the invoice
Then the refund cannot be corrected
And the refund cannot be removed
And the supplier is told to contact the customer or Clipp support instead
Examples:
| method |
| card |
| bank transfer |
Scenario: IMM-006 anyone who can reach the invoice can correct the money on it
Given a member of the supplier's team can reach the invoice
And that member did not record the refund themselves
When that member corrects the refund
Then the correction is accepted
Rule: Removing a refund puts the money back where it came from
Scenario: IMM-007 removing a cash refund restores the amount owed and clears it from the accounting
Given the supplier returned 120.00 to the customer in cash
When the supplier removes that refund
Then the amount recorded as returned on the invoice drops to nothing
And the returned-sale expense for that refund no longer stands in the supplier's accounting
Scenario: IMM-008 removing a store-credit refund takes the credit back from the customer
Given the supplier returned 50.00 to the customer as store credit
And the customer has not spent any of it
When the supplier removes that refund
Then the customer's credit balance with the supplier falls by 50.00
Scenario: IMM-009 store credit never touches the supplier's accounting
Given the supplier returned 500.00 to the customer as store credit
When the supplier removes that refund
Then nothing about that store credit is recorded in the supplier's accounting
And nothing about it was recorded there when the credit was first given
Scenario: IMM-010 removing a payment leaves the invoice's refunds alone
Given the customer paid 1000.00 in cash
And the supplier returned 300.00 to the customer as store credit
When the supplier removes the 1000.00 payment
Then the 300.00 refund is still recorded against the invoice
And the customer's credit balance is unchanged
Rule: Store credit moves in opposite directions depending on which way the money was going
Scenario: IMM-011 a refund paid in store credit gives credit, and removing it takes that credit away
Given the customer's credit balance with the supplier is nothing
When the supplier returns 1000.00 to the customer as store credit
Then the customer's credit balance is 1000.00
When the supplier removes that refund
Then the customer's credit balance is nothing
Scenario: IMM-012 a payment made with store credit spends credit, and removing it gives that credit back
Given the customer's credit balance with the supplier is 500.00
When the customer settles 500.00 of the invoice with store credit
Then the customer's credit balance is nothing
And 500.00 of credit stands against the invoice
When the supplier removes that settlement
Then the customer's credit balance is 500.00
And no credit stands against the invoice
Scenario: IMM-013 an invoice carrying store credit in both directions settles each movement on its own
Given the customer settled 400.00 of the invoice with store credit
And the supplier later returned 250.00 to the customer as store credit
When the supplier removes only the 250.00 refund
Then the customer's credit balance falls by 250.00
And the 400.00 settled with store credit still stands against the invoice
Rule: Credit the customer has already spent cannot be clawed back
Scenario: IMM-014 removing a store-credit refund is refused once the customer has spent the credit
Given the supplier returned 1000.00 to the customer as store credit
And the customer has since spent 400.00 of their credit
When the supplier tries to remove that refund
Then the removal is rejected
And the supplier is told that 400.00 of the credit has already been spent
And the supplier is told the refund can be reduced no lower than 400.00
Scenario: IMM-015 reducing a store-credit refund is refused when the reduction exceeds the credit still held
Given the supplier returned 1000.00 to the customer as store credit
And the customer has since spent 400.00 of their credit
When the supplier tries to reduce that refund to 10.00
Then the correction is rejected
And the supplier is told that 400.00 of the credit has already been spent
Scenario: IMM-016 a refused claw-back changes nothing at all
Given the supplier returned 1000.00 to the customer as store credit
And the customer has since spent 400.00 of their credit
When the supplier tries to remove that refund
Then the refund still stands at 1000.00 against the invoice
And the customer's credit balance is exactly what it was before the attempt
And the customer's credit balance never falls below nothing
Rule: Correcting a refund moves only the difference, never the whole amount again
Scenario Outline: IMM-017 correcting a store-credit refund moves only the difference in credit
Given the supplier returned 100.00 to the customer as store credit
And the customer's credit balance is 100.00
When the supplier corrects that refund to <corrected amount>
Then the customer's credit balance becomes <resulting balance>
Examples:
| corrected amount | resulting balance |
| 150.00 | 150.00 |
| 60.00 | 60.00 |
Scenario: IMM-018 correcting a cash refund restates the accounting and keeps it money going out
Given the supplier returned 100.00 to the customer in cash
When the supplier corrects that refund to 60.00
Then the supplier's accounting shows a single returned-sale expense of 60.00 for that refund
And it is still recorded as money going out to the customer, not money coming in
And the amount recorded as returned on the invoice is 60.00
Scenario Outline: IMM-019 changing the method a refund was paid by moves the money between accounting and credit
Given the supplier returned 100.00 to the customer by <original method>
When the supplier changes that refund's method to <new method>
Then the customer's credit balance ends at <resulting balance>
And the returned-sale expense in the supplier's accounting ends at <accounting result>
Examples:
| original method | new method | resulting balance | accounting result |
| cash | store credit | 100.00 | nothing recorded |
| store credit | cash | nothing | 100.00 going out |
Scenario: IMM-020 correcting only the note of a refund leaves every balance alone
Given the supplier returned 100.00 to the customer as store credit
When the supplier corrects only the note kept with that refund
Then the customer's credit balance is unchanged
And the amount recorded as returned on the invoice is unchanged
Rule: A refund can never return more than was paid, and the suggested amount is what has not yet been returned
Scenario: IMM-021 the suggested full refund is the part of the invoice not yet returned
Given the customer has paid 100.00 against the invoice
And the supplier has already returned 30.00 of it
When the supplier begins returning money on that invoice
Then the suggested full refund is 70.00
Scenario: IMM-022 a refund larger than what is left of the customer's payment is rejected
Given the customer has paid 100.00 against the invoice
And the supplier has already returned 30.00 of it
When the supplier tries to return 80.00 to the customer
Then the refund is rejected, naming 70.00 as the most that can be refunded
And raising an existing refund past that limit is rejected the same way
Rule: Store credit can never settle more of an invoice than it owes
Scenario: IMM-023 settling a single invoice with more store credit than it owes is rejected
Given the invoice still owes 40.00
And the customer's credit balance with the supplier is 100.00
When the supplier tries to settle 60.00 of that invoice with store credit
Then the settlement is rejected
And the supplier is told the invoice only owes 40.00
And the customer's credit balance is unchanged
Scenario: IMM-024 settling several invoices with store credit spends only what those invoices owe
Given the customer has two unpaid invoices from the supplier owing 40.00 and 30.00
And the customer's credit balance with the supplier is 100.00
When the supplier settles both invoices with store credit
Then 70.00 of the customer's credit is spent
And the customer's credit balance is 30.00
And neither invoice is left owing anything
Rule: Credit created by an overpayment is recorded and can be undone
Scenario: IMM-025 paying more than is owed records the surplus as credit given to the customer
Given the customer's unpaid invoices from the supplier owe 70.00 in total
When the customer pays 100.00 in cash against those invoices
Then the invoices are settled
And 30.00 is given to the customer as store credit
And that 30.00 appears in the customer's money history with the supplier as credit given
Scenario: IMM-026 the surplus-credit entry can be undone and takes the credit back
Given 30.00 was given to the customer as store credit from an overpayment
And the customer has not spent it
When the supplier removes that credit entry
Then the customer's credit balance falls by 30.00
Scenario: IMM-027 cancelling an order returns the store credit it consumed and records the return
Given 25.00 of the customer's store credit was used to settle an order
When that order is cancelled
Then the customer's credit balance rises by 25.00
And that 25.00 appears in the customer's money history with the supplier as credit returned
Rule: A payment keyed in by hand on one invoice pays up to what it owes, and more only on request
Scenario: IMM-030 a cash overpayment on one invoice is refused unless the supplier asks for credit
Given the invoice still owes 100.00
When the supplier records 120.00 in cash against it without asking for the extra as store credit
Then the payment is refused, naming the 20.00 that exceeds what is owed
And nothing is recorded
Scenario: IMM-031 asking for the extra as store credit settles the invoice and credits the rest
Given the invoice still owes 100.00
When the supplier records 120.00 in cash and asks for the extra as store credit
Then the invoice is settled by a 100.00 payment
And 20.00 is given to the customer as store credit
Scenario: IMM-032 a corrected payment can never exceed what the invoice owes
Given the customer paid 100.00 in cash and the invoice owes nothing more
When the supplier corrects that payment to 100.01
Then the correction is refused
Scenario: IMM-033 a payment on an invoice that owes nothing is refused, even as store credit
Given the invoice owes nothing
When the supplier records 20.00 in cash and asks for the extra as store credit
Then the payment is refused, saying nothing is due
And the customer's credit balance is unchanged
Scenario: IMM-034 a bank payment still clearing counts against what is owed
Given the invoice owes 100.00
And a 60.00 bank payment against it is still clearing
When the supplier records 50.00 in cash without asking for the extra as store credit
Then the payment is refused, naming the 10.00 that exceeds the 40.00 still owed
Rule: The customer hears about a refund correction only when the supplier asks
Scenario: IMM-028 correcting or removing a refund tells the customer nothing by default
Given the supplier returned 100.00 to the customer in cash
When the supplier removes that refund without asking for the customer to be told
Then the customer is not told about it
Scenario: IMM-029 when the supplier asks, the customer is told in refund wording
Given the supplier returned 100.00 to the customer in cash
When the supplier removes that refund and asks for the customer to be told
Then the customer is told the refund was withdrawn
And the wording refers to the refund, not to a payment they made
Known limitations
- Issue Refund isn't offered while a bank payment is clearing. An invoice that is Processing can't be refunded until the payment settles.
- Overpaying can't be turned into store credit. The refusal message says to issue the extra as store credit, but the form has no option for it.
- Refunds aren't listed in the order's Activity Log, only in Records (verify).
- The success message after adding a payment says "invoices" (plural) even on one invoice.
FAQ
I added a $40 store-credit payment. Why does the invoice say Partially paid? Store credit counts as paid. The invoice total stays $100.00 and the balance drops to $60.00. See Settle with store credit.
The customer paid $120 cash on a $100 invoice. What do I do? Record $100 only. The form refuses the extra $20; there's no way to credit it from the panel yet.
Why can't I edit this card payment? Money the customer paid online is held by Stripe or PayPal. Contact the customer or Clipp support to reverse it.
Why is Issue Refund greyed out? Nothing has been paid yet, the invoice is Processing, void or cancelled. A cancelled invoice is refunded when it is cancelled.