Manage orders, collect payments, and make corrections

Applies to: Managers; Leaders with cash-receipt permission, plus price-edit permission when editing

An order shows what a person bought, how much is due, and what has been paid. Its available actions depend on its status and your role.

Find and inspect an order

1. Open Orders.
2. Use filters to narrow the list.
3. Select the order for the intended member. Its status determines which actions are available; its items, total, paid amount, and payments show whether a financial change is needed.

Record cash received

Use Paid by cash only for an order in Checkout and only after receiving the displayed amount. Managers can use it; Leaders need Leader can receive cash payment.

1. Open the unpaid order in Checkout.
2. Select Paid by cash.
3. Compare the displayed amount with the cash received.
4. Select Confirm.

Members cannot confirm their own cash payment.

Edit a checkout order

Edit order is available only while the order is in Checkout. Managers always have access. Leaders currently need Leader can receive cash payment to access the organization order list and Leader can edit order prices to edit an order.

1. Open order actions and select Edit order.
2. Review each item and its original price.
3. Enter the edited price or description.
4. Use the updated total to check the item changes.
5. Select Edit, then select Edit again in the confirmation dialog.

Cancel an open order

Managers can cancel an organization order in Checkout. A Leader can cancel an order available through delegated cash-receipt access. Choose Cancel order, then select Confirm. The order changes to Cancelled and remains in its history.

Correct a completed payment

Only a Manager can cancel a completed payment. The order must have exactly one payment made in the current calendar month. The correction is always for the full paid amount; the amount cannot be edited.

1. Open order actions and select Cancel payment.
2. Select the actual Correction method used to return money.
3. Enter a Description.
4. Submit. The order changes to Cancelled, its paid amount returns to zero, and the months or events it covered become unpaid again.

Return the money separately

Cancel payment does not return money through Stripe or tPay. Return the full amount to the payer using the correction method selected in the form.

If something is different

• Orders menu missing for a Leader: neither payment delegation setting is enabled.
• Orders page unavailable for a Leader: organization-order access requires cash-receipt permission.
• Cancel payment is unavailable: the order must have exactly one payment made during the current calendar month.

Related guides

• Configure Leader payment permissions
• Check payments and fix payment problems
• Understand how orders, payments, and settlements work