This topic describes methods to cancel a taken order that has been paid. 

• Generating a Refund
• Keeping on Account (Creating a Credit Memo)

Aptify recommends the following procedure for cancelling an Order that has been Taken (not Shipped) and has a payment associated with it:

1. Open the Order to cancel.
2. Change the Status from Taken to Shipped.
3. Immediately cancel the Order using the Order Cancellation Wizard. See Using the Order Cancellation Wizard.

Generating a Refund

1. Open the Order to cancel.
2. Change the Order Status from Taken to Cancelled.
3. Save the record.
4. Click the Payments > Payments for Order sub-tab and open a new Payments record.
5. Click OK when prompted that the Order Balance is $0.
6. Open the Payment Line and change the amount so that it equals the original payment amount but negative.
   • In this example, the original payment was for $110, so the Payment Line on the refund is -$110 (you could also use ($110.00) to express a negative amount).
     
     
      
7. Click the Comments tab and edit the comments as necessary.
8. Click OK to close the Payment Lines record.
9. On the Payments record, click the Details tab and select the Payment Type for the refund (typically, Refund Voucher) and the type's required fields (that is, Check Number for a refund voucher).
10. Select in the Refund option.
    
    
     
11. Save and close the Payment.
12. Close the cancelled order.
    • Note that the original cancelled Order should now have a Balance Due equal to the Order Total.

Keeping on Account (Creating a Credit Memo)

Follow these steps to create a payment that moves the funds from the cancelled order to a system-generated credit memo that can be applied to future orders:

1. Open the Order to cancel.
2. Change the Status from Taken to Cancelled.
3. Save the record.
4. Click the Payment > Payments for Order tab.
5. Click the New button to open a new Payments record for this order.
6. Click OK when prompted that the order balance is $0.
7. Click the Details tab on the Payments form.

8. Select a payment type (like a Pre-Paid Check) from the Payment Type drop-down list.
   
   

   The Payment Type you select must have a prepaid deposit product specified in its Gen. Credit Memo Product field to automatically generate a credit memo for this payment. See Configuring Prepaid Deposits for details.

9. Enter N/A in the Check Number field.
   
   
    

10. Return to the Payment Lines tab and open the system-generated Payment Lines record (which currently has an amount of 0).

11. Enter the amount of the original payment as a negative value in the Amount field.

    • In the figure below, the cancelled Order's ID is 9603 and the payment on the cancelled Order is $180.00.

    • This payment line will reverse the payment amount that was previously applied to the cancelled order.
      
      
       

12. Click OK to save and close the payment line and return to the Payments form.

13. Click the New button to open a new Payment Lines record.

14. Select New Order from the options in the Applies To drop-down list.
    
    
     

15. Enter the amount of the original payment in the Amount field. 

    • This payment line will transfer the original payment to a system-generated credit memo.
       

16. Click OK to save the payment line and return to the Payments form.

    • The Payment Amount is updated to 0 since the two payment lines cancel each other out.
      
      
       

17. Save the Payments record.

    • The system automatically generates and marks as shipped a credit memo for the second payment line. This credit memo can be applied to future orders. The Order ID for this credit memo appears in the Order column of the applicable payment line. Also, the Applies To value changes from New Order to Entire Order.

    • See About the Credit Memo Payment Type for information on how to use the Credit Memo payment type and apply credit memos to other orders.