The Replacement tool lets admins swap an activity (or an individual membership) for another in the client's billing, without revisiting the online store.

How it Works

1. Replace an Activity or Individual Membership

1.1 What happens in Client Billing after a replacement

1.2 What's replaceable (and other fun facts)

2. Discounts on Replacements

2.1 When replacing an item eligible for a discount

2.2 When the replacement item isn't eligible for a discount

3. Track Replacements in your Reports

4. FAQ

1. Replace an Activity or Individual Membership

Admins with the right permissions must expand the invoice in the client's billing and click Replacement.

  • Select an eligible item to replace. You can only replace 1 item at a time.

  • Select the replacement item.

  • Replacement details show a Credit memo for the canceled item and an Invoice for the new item. If you want, add custom fees or rebates to the new invoice.

1.1 What happens in Client Billing after a replacement

Below, a $75 item is replaced with a $100 item. A $25 balance is now owing.

  • A Credit memo shows for the canceled item. An Invoice shows for the new item.

  • On the original invoice, the 'replaced' item is greyed out.

  • Learn more in our FAQ.

1.2 What's replaceable (and other fun facts)

Replacement works for session activities, drop-ins, individual and corporate memberships (it must be enabled in the membership's settings). At this time, subscriptions are not eligible for replacement.

Session activities can be replaced with:

✔️A session activity that shares the same registration form.

✔️A drop-in activity (select the occurrence) that shares the same registration form.

Drop-ins can be replaced with:

✔️ A drop-in activity (select the occurrence) that shares the same registration form.

❌ You can't replace a drop-in with a session activity.


2. Discounts on Replacements

Some (but not all) discounts work with replacement. Supported discounts must be active at the time of replacement, meaning they can't be expired or disabled. Multi-person and Combo discount only works for session activities.

✔️ Supported Discounts

❌ Unsupported Discounts

Early bird, By Age, By location, By Community Segment, Membership required, Multi-person (for activities), Combo (for activities)

Discount Code, Coupon Code, Question, Loyalty, External coupon, Multi-person (multi-discount), Combo (multi-discount)

2.1 When replacing an item eligible for a discount

Say you replace a discounted item for another item eligible for a discount.

  • In the Credit memo, the item being replaced (and its discount) are canceled. If it's eligible for a multi-person/combo discount, all the items eligible for the discount on the original invoice are canceled. This is normal.

  • In the Invoice, the item(s) are updated and re-billed to trigger the new discount.

  • If the new, replacement item costs the same as the canceled item and is eligible for the same discount(s), no balance should be owing.

2.2 When the replacement item isn't eligible for a discount

If the discounted item is replaced with an item that isn't eligible for an active discount, a balance will remain after the replacement.

  • Below, an activity eligible for an age discount is replaced with another activity that isn't eligible for any discount.

  • As per the Invoice, the client must pay a balance of $5.


3. Track Replacements in your Reports

Refer to your sales reports in the Reports>Standard subtab to get a clear view of activity and membership sales, including awarded or revoked discounts.

📃 Breakdown of sales

Track your sales (and cancellations) including any awarded/revoked discounts.

Below, a discounted activity was replaced with an activity ineligible for a discount.

  • Line 1 - A client registered for an activity, showing a sale and a $4.35 discount.

  • Line 2 - The activity was replaced (canceled), thus revoking the $4.35 discount.

  • Line 3 - The activity cancellation itself is shown in the Sales Cancellation column.

  • Line 4 - The replacement activity shows as a new sale (no discount is awarded).

📃 Sales by ledger code

Provides the total sum of sales by ledger code (of the item sold).

  • View the total amount of sales, cancellations, discounts awarded and canceled discounts per ledger code (of the item sold).

📃 Sales summary

Provides the total sum of sales by product type (activities vs merchandise, etc.). It includes a detailed breakdown for each product type (by sheet).

  • View the total sales, the total cancellation amounts, total awarded discounts, and canceled discounts per product type. Click the proper sheet for details.

📃 Summary of awarded discounts and fees (cancellations not included)

Displays all the discounts and fee sales that were applied during the report range. Includes a summary per discount and fee, with a breakdown of each on separate sheets. It does not show any discount or fee cancellations.


4. Frequently Asked Questions

  1. Which permission do I need to make replacements?

  2. How can I quickly locate the invoice I'm looking for?

  3. Can I replace more than one item on the invoice?

  4. Can I replace an activity with a membership or vice versa?

  5. How will I know if spots are available for a replacement activity?

  6. Is required merchandise or memberships offered during an activity replacement?

  7. Is the attendance history preserved after an activity replacement?

  8. Does the Wait List notify clients if a spot frees up after an activity replacement?

  9. How are revenue fees charged during a replacement?

  10. What happens if there's a balance or a credit after a replacement?

  11. Are notifications sent after a replacement?

  12. Can I replace custom items on an invoice?

Which permission do I need to make replacements?

At least 2 permissions are required (*) to make replacements.


🔑 Under the Clients group:

  • Client billing*: View a client's billing page and their transactions.

  • Invoicing*: Ability to add a purchase to the client's account.

  • Manual invoicing and crediting: Add an invoice or credit memo from a client's account and add a custom item at checkout. Without this permission, you can still make a replacement, but you can't add custom items.

How can I quickly locate the invoice I'm looking for?

Go to the Purchases subtab in the client's file and click the Invoice icon to the right of the activity or membership listing.

Can I replace more than one item on the invoice?

Only 1 replacement can be made at a time, however you can revisit the same invoice afterwards and perform another replacement on an original invoice item.

If an item has already been replaced on the invoice, you won't be able to replace it again. Each item can only be replaced once from the original invoice.

Can I replace an activity with a membership or vice versa?

An activity can only be replaced with another eligible activity. An individual or corporate membership can only be replaced with a similar membership type. Subscriptions, Scholarships & Family memberships are not eligible for replacement.

⚽ An activity is considered eligible for replacement if:

  • The program is active (i.e., not expired nor archived). It doesn’t matter if the program is visible to clients or admins only

  • The activity share the same registration form

  • It's an activity the client isn’t enrolled in

🎫 A membership is considered eligible for replacement if:

  • It's an individual membership

  • 'Replacement' is enabled in the membership's settings

How will I know if spots are available for a replacement activity?

If the replacement activity has a maximum number of spots available, the remaining spots will be displayed when selecting the activity to replace.

Is required merchandise or memberships offered during an activity replacement?

If merchandise and/or memberships are required to purchase the new activity, they will not be offered.

Is the attendance history preserved after an activity replacement?

Include cancellations when generating an attendance list to see who canceled.

Does the Wait List notify clients if a spot frees up after an activity replacement?

No. If an activity that was full has a spot open following a replacement, the wait list is not triggered to advise participants. In this case, admins can access the wait list and manually send email notifications.

How are revenue fees charged during a replacement?

If the replacement has more value than what was replaced, the difference will be charged on the next Amilia invoice. If the replacement has less value than what was replaced, the amount will be credited on the next Amilia invoice. Learn more about how Amilia bills your organization.

What happens if there's a balance or a credit after a replacement?

A balance may remain if the replacement item has more value than what was replaced or isn't eligible for the same discount(s) as the item that was replaced.

A credit may remain if the replacement item has less value than what was replaced or is eligible for more discount(s) than the item that was replaced.

You can record a refund or make a payment as the situation sees fit.

Are notifications sent after a replacement?

Notifications for both the cancellation of the old item and the invoice for the new item are sent to the account owner's email when you check the box to 'send a confirmation email'. In the client's personal account, billing details are in the Billing tab, along with invoice and cancellation confirmations in the Communication tab.

Admins can set their email preferences so they're sent notifications when a purchase is made. When finalizing the replacement, you must check the box to 'send a confirmation email'.

iCal invites are sent to the client and the assigned staff after an activity replacement.

Can I replace custom items on an invoice?

Extra fees can't be replaced. An item with a manual rebate can be replaced, but the rebate isn't applied to the new invoice item. More custom items can be added while replacing an activity or membership. Learn more in this article about custom items.

* Last updated in June 2022

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Reconciliation in SmartRec

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