Did you miss the webinar or want to revisit what we talked about? Look no further! Scroll down to see the timestamped video recording with answers to your questions. Below is an FAQ section with links to other articles that shed more light on the topic.

  • Agenda (1:27)

  • Enforced reconciliation (1:50)

  • 3 ways to reduce an invoice (4:05)

  • Setting up and using custom items (5:14)

  • How to give a discount (7:34)

  • How to give a rebate (9:32)

  • How to create a credit (13:19)

  • Q&A period (17:36)

  • Refunds without cancellation (19:17)

  • Refunds with an existing account credit (22:29)

  • Refunds without an account credit (24:01)

  • Cancellation with installments (27:24)

  • Cancelling installments with an admin fee/penalty (30:04)

  • Cancelling installments with percentage (32:19)

  • Q&A period (36:20)

  • Find articles in the KB, send us a message or visit Amilia University (38:15)

  • 1 on 1 support is available with our Professional Services team (38:47)

Frequently Asked Questions

  1. When should I use an automated discount vs a manual rebate vs a credit?

  2. What are my options if I need to reprocess a failed payment?

  3. Can you refund an account credit to any of the client's saved credit cards?

  4. Can I change the details on an invoice without cancelling and re-issuing?

  5. How can I refund a client if their saved payment method is no longer valid?

  6. How do I reconcile an account deposit?

  7. How do I manually create an invoice?

  8. Can I prevent clients from making a purchase if they have an unpaid balance?

  9. Which report shows amounts invoiced per activity after discounts and credits?

  10. Can I modify a refund amount after the refund has been made?

  11. If I cancel an invoice item & make a partial refund, can I write the amount instead of a percentage?

  12. Can I apply a credit to every participant registered to an activity?

  13. Can I create a credit but prevent it from being used to refund the client?


When should I use an automated discount vs a manual rebate vs a credit?

Excellent question! Here's a short summary of each option and when to use them.

What are my options if I need to reprocess a failed payment?

The only way to reprocess a failed eCheck or online credit card payment/refund is via the Payment Action Center. Learn more about it here.

Can you refund an account credit to any of the client's saved credit cards?

You can only refund a saved credit card via the payment itself, or when canceling an invoice item and the payment is reconciled to said invoice. Learn more about it here.

Can I change the details on an invoice without cancelling and re-issuing?

You can't change details or notes on an invoice. In terms of modifying an invoice, only replacements may be possible. Otherwise, it must be cancelled.

How can I refund a client if their saved payment method is no longer valid?

Only the saved credit card that was initially used for payment can be refunded directly through SmartRec. If the card is no longer valid, you must perform the refund offline, either with your terminal (with the client's physical card) or in cash. Learn more about saved payment methods here.

How do I reconcile an account deposit?

An account deposit is a payment that is stored in the client's account for future use. Clients with an account deposit have the option to use it as payment towards a purchase in the store, which is automatically reconciled with the paid item(s).

An admin can manually reconcile an account deposit towards any existing, unpaid invoice item. Learn more about account deposits here.

How do I manually create an invoice?

In the client's billing, click Operations>Create invoice and choose a fee-type custom item to charge the client for something that isn't offered in your store. Otherwise, you can make a purchase on behalf of your client by clicking 'Add purchase'.

Can I prevent clients from making a purchase if they have an unpaid balance?

No. To avoid this, ensure that clients are required to pay the full amount at checkout.

Which report shows amounts invoiced per activity after discounts and credits?

The sales summary report provides the sum of sales by product type (activities vs memberships vs merchandise, etc.) and provides a breakdown of each type on separate sheets. It also shows deducted discount and credit amounts.

Can I modify a refund amount after the refund has been made?

If a refund amount has already been reimbursed on the client's card, there's no way to make any modifications. If the client owes you money, you may create an invoice for the proper amount. You can still refund the credit card an additional amount if there is a residual payment amount left to reimburse.

If I cancel an invoice item & make a partial refund, can I write the amount instead of a percentage?

When cancelling a purchase and issuing a partial refund, it must be in percentage format.

Can I apply a credit to every participant registered to an activity?

Yes you can! Learn how to mass credit (or invoice) here.

Can I create a credit but prevent it from being used to refund the client?

You can choose which credit to use when refunding a client. However, if a credit or account deposit is available in the client's account, the client can use it as payment towards a purchase in the store.

You might also be interested in:

Manage your client's billing

Saved credit cards and eChecks

Cancel a purchase and issue a refund

Refund without cancelling a purchase

3 ways to reduce price

Custom items - extra fees & rebates

Create automated discounts

The Payment Action Center

Did this answer your question?