Move, Split or Edit a Recorded Payment

A payment that has been paid is a record of money that arrived, and sometimes it was recorded in the wrong place: a deposit on the wrong invoice, one payment that two travelers paid together, a card charge tagged to the wrong booking, money still sitting on an invoice you later voided. You can fix each of these yourself from the trip's Payments tab or from the invoice's Payment Schedule, without deleting and re-entering anything. The money stays recorded; only where it sits changes.

The total never changes. Moving or splitting a payment never adds money to the trip or takes any away. Every balance on the trip, the invoice, the client's portal and any receipt is recalculated from the same payment rows, so they always agree.

Where to find the actions

On the trip's Payments tab, open the ⋮ menu on a paid payment (in an invoice's schedule or under payments not on an invoice). Paid payments offer Move to…, Split… and Edit.

On the invoice page, in the Payment Schedule table, a paid row shows a move icon (two arrows) and a split icon beside the pencil.

Scheduled (unpaid) payments are different: edit them in place, and split a scheduled payment across dates with its own split button. This article is about money that has already been collected.

Move a payment to another invoice, booking or traveler

Move to… opens a dialog with the payment at the top (amount, name and the date it was paid) and three pickers:

• Invoice — every live invoice on the trip, each with its balance, or No invoice (trip level). The invoice the payment is on now is marked current. A void invoice is not offered.
• Booking — a booking on the trip, or Trip level (no booking). Pick the booking the money actually paid for, so that booking's balance is right.
• Traveler — when the trip has travelers. On an invoice that is split per traveler, this is whose share the payment counts toward.

Under the pickers, Balance after this change lists every invoice the move touches with its balance now and after. This is the same figure the invoice itself will show once you confirm. Click Move $X when it reads right.

The payment keeps its amount, paid date, method, notes and any card it was charged on. Only its place changes.

When a move is refused

A payment cannot be moved onto an invoice it would over-pay. If the invoice can only take part of it, the dialog says how much: INV-0012 can take $300.00 more, not the whole payment. Split the payment, or move part of it. Use Split… instead and send only the part that belongs there.

Split a payment across invoices, bookings or travelers

Split… replaces one payment with two or more that add up to it. Each part has its own amount and its own invoice, booking and traveler.

1. The first part stays on this row where the payment is now. Type the amount that belongs there.
2. The last part fills in with the rest automatically, so a two-way split needs one number. Pick where it goes.
3. Add another part for a three-way split or more. The line under the parts tells you how much is still left to place; the button turns on when all of it is placed.
4. Check Balance after this change and click Split into N payments.

Each part keeps the original's paid date, method, notes and type. The original row keeps the first part and any card or Group Funds link it had; the new rows are plain recorded payments.

Some payments cannot be split, because they are the record of one outside event:

• A payment charged through Stripe (a Group Funds contribution, or a card paid on the agency's Stripe account).
• A Group Funds row, even one you marked paid by hand.
• A payment that has had a refund recorded on it.

These can still be moved whole.

Edit a recorded payment

Edit (or the pencil on the invoice page) changes the amount, the date it was paid, the method, the card's last four, the name on the schedule and the note. Save as usual.

Two fields are locked on some rows, and the editor says why under the field:

• A payment charged through Stripe keeps its amount and method: they are what Stripe charged. Move it if it sits on the wrong invoice or booking.
• A payment made on a card the client authorized keeps its method. The amount stays editable, because you typed it when you charged the card at the supplier, and a typo is corrected here. The card's Charged stamp follows the corrected amount.

What is recorded

Every move, split and edit writes a line on the trip's Activity tab, under the Activity filter: the amount, what changed, and where the money came from and went to, with the invoice numbers and booking names. Nothing is sent to the client.

Because the balance on every surface is recalculated from the payment rows, a client who opens their invoice or portal after your change sees the corrected figure at once. Scheduled reminder emails that quoted the old figure are not sent as they were: a reminder re-checks the balance at send time and holds back if the amount moved, so the client is never emailed a number that no longer applies. See Payment reminders & receipts.

Related

• Invoices
• Split Payments & Traveler Shares, for dividing an invoice among travelers and dividing one payment among the travelers on it
• Recording Payments When You Use Card Authorizations