Correct or remove a credit record
Every store-credit record a supplier can see on an open invoice, and every credit issued by hand, can be corrected (amount, method, date, note) or removed, and the customer's balance follows. Correcting moves only the difference. Removing puts the balance back exactly as if the record had never existed. One rule limits both: credit the customer has already spent can't be taken back.
Who uses it
- Supplier staff with full invoice access (Admin, Clerk by default).
- Restaurants hear about it only when the supplier ticks Notify customer about this payment update, and only for records on an invoice.
How it works
Where to correct a record
| Record | Where |
|---|---|
| Store-credit payments recorded from Manage Payments, and credit returned because items were returned | Invoice → Manage Payments → Records |
| Credit that belongs to no invoice: issued by hand, multi-invoice overpayment surplus | Customer → View Payment History → Actions |
The credit applied while building the order isn't in Records: change it in Promotions & Fees (Apply credit to an order). Records on a cancelled invoice, such as the credit returned by the cancellation and a store-credit refund, are read-only.
On Payment History, rows that belong to an invoice show the pencil and bin greyed out with a tooltip: "This payment belongs to invoice INV-1001; edit it there".
Other reasons the controls are greyed out (tooltip, most specific first):
| Tooltip | When |
|---|---|
| "This order is cancelled. Payment records are read-only." | The invoice is cancelled (or void) |
| "You need full invoice access to correct or remove a payment." | Your role lacks it |
| "This record has not finished saving yet." | Just created |
| "Online payments cannot be adjusted. Please contact the customer or Clipp support for help." | Card, bank or PayPal payments (never store credit) |
Correcting
- Click the pencil on the record.
- The form says "Edit the payment details below. Changes will update the invoice balance and payment history." (or "…Changes will update the payment history." for a record with no invoice).
- Change any of: Payment method (the hand-recorded methods, including Store Credit), Amount, the date, Notes (optional).
- For a payment, "Balance Due: …" shows what the invoice owes with this record set aside.
- With Store Credit selected: "Available Store Credit Balance: …".
- Optionally tick Notify customer about this payment update (invoice records only; unticked by default).
- Click Save Payment Edits, Save Refund Edits or Save Credit Edits (the label follows the record's kind).
- Success: "Payment Updated!", "Refund Updated!" or "Credit Updated!" / "The credit has been restated on this invoice." On Payment History, a "Payment Updated!" / "The payment record has been updated." toast.
Leaving with unsaved changes asks first.
Removing
- Click the bin. The dialog is titled Delete Payment, Delete Refund or Delete Credit.
- It warns, e.g., "Are you sure you want to delete this credit? This action cannot be undone."
- Reason for removal is required ("Why is this credit being removed?"). The red button stays disabled until you type one.
- Optionally tick Notify customer about this payment update (invoice records only).
- Success: "Credit Deleted!" / "The credit has been removed from the invoice." (or "…The credit record has been removed." on Payment History). The reason shows on the invoice's Activity Log, e.g. "Store credit issuance was deleted by Ana Ruiz".
The already-spent rule
Removing or lowering a record that gave credit (any Credit Issued row) takes that credit back out of the balance. Because the balance is one number with no history, Clipp can't tell which credit was spent. It only knows what's left. So:
The most that can be taken back = what the customer still holds. The record can shrink by that much and no more.
| Record gave | Balance now | Remove it? | Lowest it can be reduced to |
|---|---|---|---|
| $1,000.00 | $1,500.00 | Yes. Balance → $500.00 | $0.00 |
| $1,000.00 | $600.00 | 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." | $400.00 |
| $1,000.00 | $0.00 | Refused: "Can't remove this refund — $1,000.00 of the $1,000.00 store credit has already been spent. It can't be reduced at all — bill the customer instead." | $1,000.00 (can't change) |
When it's refused, nothing changes: the record, the invoice and the balance are exactly as before. The toast is headed "This refund can't be changed". The same wording ("refund") is used for Credit Issued rows that aren't refunds.
The figure is exact only when that record is the customer's only credit. If they hold credit from several sources, Clipp may let you take back credit that was "really" a different grant.
Calculations
What each record holds against the balance
| Record kind | Holds on the balance | Holds on the invoice |
|---|---|---|
| Payment, Store Credit | −amount (spent) | +amount of credit applied |
| Credit Issued | +amount (given) | — |
| Any record in another method | nothing | — |
A correction moves the balance by (what the record holds after) − (what it held before). A removal moves it by 0 − (what it held before).
| Change | Balance moves | Invoice credit applied moves |
|---|---|---|
| Store-credit payment $60.00 → $40.00 | +$20.00 | −$20.00 |
| Store-credit payment $60.00 → Cash $60.00 | +$60.00 | −$60.00 |
| Cash payment $60.00 → Store Credit $60.00 | −$60.00 | +$60.00 |
| Note or date only | none | none |
Limits on a correction
| Correction | Limit | Message |
|---|---|---|
| Raise a store-credit payment | Balance + this record's own amount | "Insufficient store credit balance" |
| Raise a store-credit payment | What the invoice owes with this record set aside | "Amount must be less than or equal to the balance due" / server: "Store credit of $X is more than the $Y owed on invoice INV-1001." |
| Switch a cash (etc.) payment to Store Credit | The balance alone | "Insufficient store credit balance"; server: "Insufficient store credit balance (20) for payment amount (60)" |
| Lower or switch away a Credit Issued | The already-spent rule | "Can't reduce this refund — …" |
| Raise a Credit Issued | None | — |
| Change an online payment | Not allowed | "Only manual payments (Cash, Check, Other, Other ACH, Other Credit Card, Store Credit) can be edited" |
Knock-on effects
All on INV-1001 ($100.00) for Joe's Diner, which is Ready for Delivery or Delivered. "Books" = the supplier's bookkeeping transactions.
1. Lower a store-credit payment from $60.00 to $40.00 (balance was $20.00)
| What | Before | After |
|---|---|---|
| Credit balance | $20.00 | $40.00 |
| Invoice Store Credits | −$60.00 | −$40.00 |
| Balance due | $40.00 | $60.00 |
| Status | Partially paid | Partially paid |
| Books | nothing | nothing |
2. Change a store-credit payment of $60.00 to cash (customer actually paid cash)
| What | Before | After |
|---|---|---|
| Credit balance | $20.00 | $80.00 |
| Invoice Store Credits | −$60.00 | — |
| Money paid | $0.00 | $60.00 |
| Balance due / status | $40.00 / Partially paid | $40.00 / Partially paid |
| Books | nothing | + Order Payment Received, Cash Payment, +$60.00 |
3. Change a cash payment of $60.00 to store credit (balance $80.00)
| What | Before | After |
|---|---|---|
| Credit balance | $80.00 | $20.00 |
| Balance due / status | $40.00 / Partially paid | $40.00 / Partially paid |
| Books | Order Payment Received, +$60.00 | + Order Payment Received - Reversal, −$60.00 (net $0.00) |
4. Remove a store-credit payment of $60.00
| What | Before | After |
|---|---|---|
| Credit balance | $20.00 | $80.00 |
| Invoice Store Credits | −$60.00 | — |
| Balance due / status | $40.00 / Partially paid | $100.00 / Unpaid |
| Books | nothing | nothing |
| Activity Log | — | "Payment was deleted by …" with the reason |
5. Remove a hand-issued credit of $50.00 from Payment History (balance $80.00)
| What | Before | After |
|---|---|---|
| Credit balance | $80.00 | $30.00 |
| Payment History | Credit Issued $50.00 | gone (kept as deleted, not shown) |
| Any invoice | — | unchanged |
| Messages | — | none (no notify option) |
6. Change only the note (IMM-020): balance, invoice and status unchanged; the bookkeeping entry's description is updated in place.
Messages
| Action | Box unticked (default) | Box ticked |
|---|---|---|
| Edit or remove an invoice record | Nothing | Restaurant: push "Payment Updated" — "{supplier} order INV-1001 payment has been updated. Tap for details"; payment-updated SMS and email to staff with order or payment access |
| Edit or remove a record with no invoice | — (box hidden) | — |
Where it shows up
Invoice Records (the record's "Last Modified: {name} at {date}") · customer Payment History · invoice Activity Log (updates, deletions and their reasons) · customer Store Credits box · bookkeeping (reversal rows, for non-credit sides only).
Permissions
Edit and delete need full invoice access, and the record must belong to your business. Both are checked on the server too.
Decisions
- Corrections move only the difference; removals restore the balance exactly. (#2306, IMM-011, IMM-012, IMM-017)
- Spent credit can't be clawed back, and the refusal names an amount that works. The first version suggested an amount the same rule rejected. (#2306, IMM-014 to IMM-016)
- A refused claw-back changes nothing. The edit or removal and the balance move together or not at all. (#2306, IMM-016)
- A reason is required for every removal. It's the only paper trail of a reversal. (#2316)
- Credit with no invoice is corrected from Payment History. About 48 such records in production had no way to be fixed. (#2316)
- Corrections and removals don't notify the customer unless asked. They're usually clean-ups the customer never saw. (#2306, IMM-028)
- One word per record kind ("credit", "refund", "payment") across chip, button, dialog and toast. (#2316)
Known limitations
- The "already spent" figure is a guess when the customer has credit from several sources (see the rule).
- The refusal says "refund" even for a Credit Issued row that wasn't a refund.
- A Credit Issued row can have its method changed to Cash etc. That takes the credit back and books nothing (verify).
- Records on a cancelled invoice can't be corrected. That includes the credit returned by the cancellation and a store-credit refund.
- A refund on a cancelled invoice can't be corrected. A refund from an open invoice can, from Records, within the already-spent rule.
FAQ
Why can't I delete this credit? The customer has spent some of the credit. The message says how much and the lowest amount you can reduce it to; bill them for the rest. See the already-spent rule.
The customer has $1,500 of credit and I deleted a $1,000 credit. Why did that work when they'd spent some? Clipp only sees the total that's left, and $1,500 covers $1,000. See the rule.
I deleted a store-credit payment. Where did the money go? Back to the customer's balance, and the invoice owes it again.
Where do I fix credit I issued from the customer page? View Payment History → the row's pencil or bin.