Cancel Payment

Once a payment is processed (using Payment Processing), you cannot modify the payment transaction. Instead, the payment must be canceled (reversed) and a new payment must be entered. Payment processing will then adjust the expiration date for the cancellation (negatively) and the new payment (positively).

Note: The Cancel Payment option will not create a refund to the subscriber’s credit card or bank account. It is up to the customer service representative to give credit to the subscriber if necessary.

To cancel a payment:

1. Find the subscriber whose payment you want to cancel.

2. Click the Cancel Payment button ().

   
3. Complete the fields described below.

   Field	Type	What to enter
   NSF PAYMENT	yes/no	Indicate whether this is an NSF (non-sufficient funds) payment.
   CHECK NUMBER	open (8)	Enter the check number, if payment was made by check.
   CARD NUMBER	open (20)	Enter the credit card number, if payment was made by credit card.
   CARD EXPIRES	date	Enter the expiration date for the credit card, if payment was made by credit card.
   AUTHORIZATION NUMBER	open (8)	Enter the authorization number, if the payment was a credit card payment.
   PAYMENT AMOUNT	decimal (7)	Enter the payment amount (before adjustments).
   TRANSACTION DATE	date	Enter the effective date of the payment reversal. Today’s date is displayed as the default.
   REMARKS	unlimited	Enter any desired remarks about this reversal.

4. After the fields are completed, Circulation will look for the payment based on your search criteria. If more than one payment fits the criteria, the Payments window opens and lists the possible payments.

   • The payments displayed in the Payments lookup window depend on the information entered on the Cancel Payment screen:

     • If Card Number or Card Expires is entered, the system displays the last 100 payments made.

     • If all fields are left blank, the system displays all payments made.

     • If Payment Amount is entered, the system displays all payments made for the specified amount.

   • The user can then select the appropriate payment to continue with the cancellation.

   
5. Click OK to enter the payment cancellation into the database.