You must have "Full Access" or "Limited Access - Financials" permissions to update payment plans and send invoices.
You may edit, void, cancel, credit, and refund payment plans. In cases where the total plan amount will remain the same, but you need to adjust installment dates or amounts, you may edit the plan. Learn to edit payment plans here.
You may void the invoice for payment plans in which no payments, credits, or refunds have been made. Learn to void invoices here.
You may need to cancel a payment plan if you need to collect a different total amount or if the recipient needs to use an alternate payment method. Use the following two-part process to cancel a plan and collect the new or remaining amount owed.
Cancel a Payment Plan
Sign in to "SportsEngine HQ."
Once in "SportsEngine HQ," in the left navigation menu, click Financials > Invoicing.
Enter the order number into the search bar or filter by status to locate the correct sale.
Click the Sale number.
In the top right corner, click the three dots icon > Apply Credit.
Check the box next to each remaining installment and enter the amount to credit.
Each credit amount entered should be the total installment amount to equal the plan's remaining outstanding balance.
Enter any notes for your records (optional).
Click Apply.
Send New Invoice
In the left navigation menu, click the Financials/Invoicing tab, then choose Invoicing/Invoices.
In the top-right corner of the screen, click Send Invoices.
Fill out all the necessary fields, then click Next.
Recipient: To whom the invoice is sent.
Description: What the invoice is for. Ex: Spring Player Fees, Blue XL T-Shirt, or Fundraising Fee.
Message (Optional): Any additional information desired.
Enter the invoice amount, or if you wish to break down the fee by item, check the box for Itemize invoice.
To itemize the invoice, use the dropdown menu to select the sale item(s) to use and click Apply for each item.
Select who pays the processing fees and click Next.
Organization pays the processing fees: Your organization will collect the total minus fees.
Customer pays the processing fees: Your organization will collect the total before fees.
Click Select Payment Terms and choose up to three options. Click Next once complete. Applied Payment Terms are options for invoice recipients to choose from at checkout.
For invoices due in full, input the preferred single payment date in the Due on Custom Date field.
For payment terms with specific dates, enter the correct dates for each installment.
Click Send Invoice.