Example: Cancel subscription product

The following example illustrates a scenario where the customer requests a partial cancellation/refund for a journal subscription at the halfway point (July) of a 12-month subscription that originally ran from January through December.

  1. From Customers, select Manage customers to open the Manage customers window.
  2. Find a customer's record.
  3. Select the Billing tab.

    4. Note: To open this window with data, you must have performed some type of billing transaction first.

  4. Double-click a line item to open the Dues/Subscriptions Item Detail window.
  5. Click Edit.
  6. If a full cancellation is requested, do not make any changes here. However, if you need to implement a partial cancellation with a refund, change the Period field to the desired date (for example, 7/01/2001) for the beginning of the cancellation.
  7. Click Save.
  8. Click Payment to open the Dues/Subscription Payments by Individual window.
  9. Click New to begin recording the cancellation.

To record the cancellation amount

  1. Leave the Check/CC and Pay Amount fields blank unless you are recording a returned check or credit card cancellation.
  2. Select the line to be canceled and enter the cancellation amount as negative (-65.00) in the Amt Paid field.
  3. Tab to the Amt Adj field, and enter the cancellation amount as positive (65.00) to prevent the subscription line from having a positive balance in the end.
  4. Click Save. The (65.00 Unapplied) message displayed at the bottom of the window generates a credit open item. A message appears that prompts you to verify the creation of this open AR item.
  5. Click Yes.
  6. Change the Paid Thru date for the item to reflect the date of the cancellation.
  7. Click Save.
  8. Close the Dues/Subscription Payments by Individual window.
  9. On the Dues Subscriptions window, select the canceled item and click Edit to open the Dues/Subscription Item Detail window in the edit mode.
  10. Change the Paid Thru date to match the abbreviated term, and enter I (for inactive) in the Status field.

    11. Now that the open credit item exists, you can refund the amount on the Credit Invoices window.