Editing & deleting payments
A supplier can correct or remove any money record they entered by hand: a payment, a refund, or a store credit entry. Clipp never rewrites the books to do it. It cancels the old bookkeeping entry with an equal and opposite one and, for an edit, books a fresh entry at the new values. Payments the customer made online can't be changed here.
Who uses it
- Supplier staff with full invoice access (Admin and Clerk by default) correct and remove records.
- Restaurants are told about a correction only if the supplier ticks Notify customer about this payment update.
How it works
The same flow, seen from the invoice, is on Correcting or removing a payment.
Where the controls are
| Where | What you get |
|---|---|
| Invoice → Manage Payments → Records tab | A pencil (edit) and a bin (delete) on every record |
| Customer → View Payment History | Edit and delete only on records that belong to no invoice, such as store credit from a multi-invoice overpayment. Every other row is locked and its tooltip says where it belongs. |
The Records tab lists payments, refunds and credits that are Paid, Processing or Pending, newest first. Failed online payments aren't listed. Each record shows its amount, date, method, status (unless Paid), Recorded by and, on records you can change, Last Modified ("{name} at {date}").
When a record is locked
Both buttons are greyed out. Hover or focus them to read why. Clipp checks in this order and shows the first reason that applies:
| Situation | Message |
|---|---|
| The order is cancelled or void | This order is cancelled. Payment records are read-only. (the server also says This order is void. Payment records are read-only.) |
| You don't have 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. |
| On Payment History, the record belongs to an invoice | This payment belongs to invoice {number}; edit it there (or "…to an invoice…", "…to purchase order {number}…") |
| The customer paid online (card or bank), or it's a Clipp promotion payout | Online payments cannot be adjusted. Please contact the customer or Clipp support for help. |
Records you can change: Cash, Check, Other ACH, Other Credit Card, Other and Store Credit, whether a payment, a refund or a Credit Issued. An order that's still a draft refuses changes too: "Payments can't be changed on a draft order."
Editing a record
Click the pencil. On an invoice, the panel turns into the edit form:
| Field | Notes |
|---|---|
| Payment Method | Same choices as when recording, plus whatever the record already uses. |
| Reference | Check Number / Transaction ID / Card Last 4 Digits, for those methods only. It's cleared if you switch to a method without one. |
| Amount | Shows Balance Due: $X for a payment, or Available Store Credit Balance for store credit. |
| Please select the account (Optional). | Starts on the account the record was booked to. Switching method re-suggests that method's default. Hidden for Store Credit. |
| Select the date payment was received. | |
| Notes | Same rules as recording. |
| Notify customer about this payment update | Unticked. Hidden on records with no invoice. |
The save button reads Save Payment Edits, Save Refund Edits or Save Credit Edits, next to Cancel. On Payment History the form opens as a side drawer titled Edit Payment, with Update, Reset and a red Delete Payment / Delete Refund / Delete Credit button.
After saving, the panel shows Payment Updated! ("The amount has been applied to the invoice."), Refund Updated! ("The refund has been restated on this invoice.") or Credit Updated! ("The credit has been restated on this invoice."), with Back to Manage Payments and Exit.
Edit checks:
| You tried to | Message |
|---|---|
| Clear or zero the amount | Amount is required / Amount must be greater than 0 |
| Raise a payment past what's owed | That's $X more than the $Y due. Lower the amount, or record the extra as a new payment issued as store credit. |
| Raise a store credit payment past the customer's credit | Insufficient store credit balance |
| Raise a refund past what was paid | Refunds cannot be more than what was paid on this order. |
| Delete a payment that has refunds against it | This payment has refunds against it. Delete the refund first. |
| Cut a store credit refund the customer already spent | 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. |
| Switch a payment to Store Credit without enough credit | Insufficient balance or credit not found (from the server) |
A refused correction changes nothing: the payment, its bookkeeping, the invoice status and the customer's credit all save together or not at all. Its toast is titled Update Failed, or This refund can't be changed for refunds and credits. Lowering a payment is always allowed, even on an invoice that's already overpaid.
Deleting a record
Click the bin. A dialog titled Delete Payment, Delete Refund or Delete Credit asks "Are you sure you want to delete this {payment / refund / credit}? This action cannot be undone."
- Reason for removal is required ("Why is this payment being removed?"). The delete button stays greyed out until you type something other than spaces.
- Notify customer about this payment update starts unticked.
- On success: Payment Deleted! "The payment has been removed from the invoice." (and the refund and credit equivalents). On failure: Delete Failed, or This refund can't be changed, with the server's reason, such as: 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.
The record disappears from the invoice and from Payment History, but it's kept as a deleted record, and its removal and reason show in the invoice's Activity Log.
Activity Log
| Action | Entry |
|---|---|
| Edit | Payment was updated by {name}, with Adjusted Amount, Payment Method, Reference and Note where they changed. A date or account change doesn't get a line. Saving with no changes adds nothing. |
| Delete | Payment was deleted by {name} (or Store credit issuance was deleted by {name}), with the amount, method and Reason: {your reason}. |
Calculations
What changes when you edit
Only the parts that affect money redo the bookkeeping:
| You changed | Bookkeeping | Invoice | Store credit |
|---|---|---|---|
| Amount, method, date or account | The old entry is cancelled by an opposite entry, then a new entry is booked | Balance and status recalculated | Moved by the difference, if store credit is involved |
| Only the note or the reference number | The existing entry's description is rewritten. No new entries. | Unchanged | Unchanged |
The cancelling entry keeps the original date. The new entry takes the record's date. A date edit therefore moves the money from one month to another without leaving anything behind.
Edit a cash payment from $100 to $60
Invoice INV-1001 from "Fav Cafe" for $250.00. One $100.00 cash payment dated Oct 1, booked to the "Cash Drawer" account. On Oct 15 the supplier corrects it to $60.00 and keeps the date.
Bookkeeping
| # | Name | Amount | Date | Category | Account | Before | After |
|---|---|---|---|---|---|---|---|
| 1 | Order Payment Received | $100.00 | Oct 1 | Cash Payment | Cash Drawer | counts | still listed, cancelled by #2 |
| 2 | Order Payment Received - Reversal | ($100.00) | Oct 1 | Cash Payment | Cash Drawer | — | new |
| 3 | Order Payment Received | $60.00 | Oct 1 | Cash Payment | Cash Drawer | — | new, counts |
Net in the books for this payment: 100 − 100 + 60 = $60.00. Cash Drawer's balance drops by $40.00.
Invoice
| Before | After | |
|---|---|---|
| Paid | $100.00 | $60.00 |
| Balance due | $150.00 | $190.00 |
| Payment status | Partially paid | Partially paid |
| Store credit | unchanged | unchanged |
| Customer told | — | only if Notify was ticked |
Edit it again, $60 → $80: entry #3 is cancelled by a ($60.00) entry and a new $80.00 entry is booked. Entries #1 and #2 are never touched again, so nothing is reversed twice. Raising it to $250.01 is refused: "That is $0.01 more than the $250.00 due on invoice INV-1001…" (IMM-032).
More worked examples, including a method change, a date change, deleting, and every refund case, are on Bookkeeping effects.
Delete a payment
Same invoice, now paid $100.00 + $150.00 cash, so it's Paid. The supplier deletes the $100.00.
| Before | After | |
|---|---|---|
| Bookkeeping | $100 and $150 entries | adds "Order Payment Received - Reversal" ($100.00), dated like the $100 payment |
| Paid | $250.00 | $150.00 |
| Balance due | $0.00 | $100.00 |
| Payment status | Paid | Partially paid |
Delete the last payment and the invoice goes back to Unpaid.
Store credit on edit and delete
Store credit records never reach the books. Editing or deleting one moves the customer's credit balance by the difference instead:
| Record | Edit $100 → $60 | Delete |
|---|---|---|
| Store credit spent on an invoice | Customer gets $40 back; invoice owes $40 more | Customer gets $100 back; invoice owes $100 more |
| Store credit given (a refund or Credit Issued) | Customer loses $40 of credit | Customer loses $100 of credit |
Credit can't be taken back once it's spent. Clipp only knows the customer's total credit with you, so "spent" means "more than they hold now". A $1,000.00 store credit refund, with $600.00 still held:
- Deleting it is refused: $400.00 is already spent.
- Reducing it to $400.00 works and leaves the customer with $0.00.
- Reducing it to $10.00 is refused.
Where it shows up
The invoice (status, balance, Records, Activity Log, PDF), the customer's Payment History and balance, Bookkeeping, the sales report, and the customer's store credit balance.
Permissions
| Role | Edit / delete |
|---|---|
| Admin, Clerk | Yes |
| Driver, Warehouse, Sales Person | No. These roles have read-only invoice access, so the controls are greyed out. |
| Custom roles | Only with full access to Invoices |
You can only change your own business's records.
Decisions
- Corrections cancel and rebook; they never edit or delete a bookkeeping entry. The ledger keeps a full trail, and a twice-edited payment is never reversed twice. (#1936)
- A correction saves the payment, its bookkeeping, the invoice status and the customer's credit in one transaction. A payment can't end up edited with its books on the old amount. (#2497)
- A payment with refunds against it can't be deleted or lowered below them. The refund goes first. (#2497)
- A note or reference change rewrites the description only. A cosmetic change shouldn't add a pair of entries. (#2124)
- The original account is kept unless you change it. Editing the amount used to silently move the entry to the default account. (#2124)
- Deleting needs a reason, enforced by the server. "Months later nobody could answer why a large payment had vanished." (#2316)
- Records with no invoice are corrected from Payment History. About 48 such records in production had no way to be fixed. (#2316)
- Customers aren't told about corrections unless the supplier ticks the box. (#2306)
- A corrected payment can be lowered freely but never raised past the balance due. (#2499)
- Store credit already spent can't be clawed back. The refusal names the lowest amount the refund can go to. (#2306)
Specs
Covered by IMM-001 to IMM-020, IMM-026, IMM-028, IMM-029 and IMM-032 in invoice-money-movements.feature, shown on Bookkeeping effects.
Known limitations
- Payment History says "edit it there" for purchase order payments, which have no edit screen either.
- The customer's message is generic. Edits and deletes of payments, refunds and credits all send "Payment updated", with no amount and no refund wording. IMM-029 expects refund wording.
- Deleting a payment doesn't touch the store credit it created. If a $300.00 payment on a $250.00 invoice gave $50.00 of credit, deleting the payment reopens $250.00 and the customer keeps the $50.00. Delete the Credit Issued separately.
FAQ
I edited a payment and now Bookkeeping has three entries. Is it double-counted? No. The old entry and its "- Reversal" cancel out, so only the newest one counts. See Edit a cash payment from $100 to $60.
Why can't I edit this card payment? The customer paid it online, so the money moved through Stripe. Clipp can't change it. Contact the customer or Clipp support.
Why can't I delete this store credit refund? The customer has already spent some of the credit. The message tells you the lowest amount you can reduce it to.
Payment History says "edit it there". Where? Open the invoice named in the message and use Manage Payments → Records.
Will the customer see my correction? Only if you tick Notify customer about this payment update. They then get a generic "payment has been updated" message.