How to Apply a Credit for an Invoice (or Refunded Check payments)?

How to Apply a Credit for an Invoice (or Refunded Check payments)?

Apply a Credit to an invoice when refunding an attendee's payment in part or whole when you cannot issue a direct refund through X-CD. A Credit Note does not process the actual refund transaction, but records the offline refund on the invoice in the system.

By applying a Credit to the invoice in X-CD, it will allow the refund to be logged properly in the X-CD financial reports and help you when reconciling payments/refunds against the Payment Processor reports.

Refunding Checks: For check payments, you will need to contact your finance department to issue a check in the amount of the reimbursement and then go into your X-CD site and create a credit for the refunded amount and cancel the items/registration.

  1. Login to your Payment Processor Account and issue a refund.
  2. Login to your X-CD Admin site
  3. Click Dashboard
  4. Click Attendee Module
  5. Click Manage button
    For each attendee registration to credit, Searc​h for the individual and Click the Manage button to open the registration
    1. If the person's registration is part of an exhibitor/company registration, you will need to go to the Company Registration, go to Admin > Group Management in the horizontal menu, select See All Group Members and then select Edit on the individual's registration and proceed to follow the steps from step 5
  6. Click Payments in the horizontal menu
  7. Select Refund Payment.
    If the message 'No payments are eligible to be refunded.' it means this person's registration is part of an exhibitor/company registration, you will need to go to the Company Registration, go to Registration in the horizontal menu, select Manage Staff and then select the individual's registration and proceed to follow the steps from step 5 above
  8. If this is a full refund and cancellation of a purchase item(s), click the checkbox(ed) beside the item(s) being refunded, as this will also delete the item from the registration. If you are refunding a partial amount not tied to a item, skip to step 9
  9. If applicable, enter a cancellation processing fee amount
    This will add a line item for the cancellation fee on the invoice and will be subtracted from the amount to be refunded automatically.
  10. If not refunding for a specific registration item, enter a refund amount in the Fixed Refund Amount field and if applicable, Fixed Refund Tax Amount. Do not add a minus sign '-' infront of the amount.
  11. Click the Next button
  12. Enter an Admin note explaining the reason
  13. Select the Refund Type System Credit = will not process a refund in your credit card system. It will only create a transaction to record the credit in x-cd. (Note: you may need to remove the refunded item or apply a discount to offset the refunded amount if is it a partial refund)
  14. Click the Process Refund button
  15. If you wish to send an email to the end-user, click Admin in the horizontal menu, select Email Attendee to compose a message and send it. Note: You may attach an updated invoice showing the refund.
  16. If the person's registration should be canceled, then click Admin in the horizontal menu, select Cancel/Delete/Reinstate
  17. Enter a Cancellation note, click Process Cancellation. This will remove all items from the registration and mark them as canceled. Note: the attendee is NOT emailed.


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