Arlo supports the recording and removal of payment transactions against orders. You can also approve the order (if in an unapproved state) so registrants on public courses will be sent their course instructions.
These processes relate only to orders that are not synchronised with Xero. For information about adding or removing payments/credits on orders that are synchronised with Xero, please see the Manage Xero integration article.
Follow these steps when you want to make a credit card payment on an order, or you want to send a copy of the payment link to a billing contact via email so that they can pay by credit card.
- Open the Orders menu item.
- Select one of the following options:
- Pay by Credit Card... to take the payment details directly from the customer and enter them into the payment gateway. You can add partial payments by credit card this way.
- Send payment link... to generate an email with a unique credit card payment link to send to the customer. The payment will be taken in full.
- Copy payment link... to paste the credit card payment link to your clipboard so you can send to the customer manually. The payment will be taken in full.
Any payment links sent will not allow payment to be processed if the order is subsequently exported to Xero. Once an order is exported, credit card payments need to be managed by Xero (and will automatically synchronise to Arlo).
Follow these steps if you have confirmed details of payment (such as from your bank statement) that you need to record in Arlo and the payment is not a credit card transaction.
If you are using Xero integration and have disconnected the order manually, any payments added to an order in Arlo will be removed (if or when) the order is exported, if they don't also exist in Xero. This is because Xero is the source of truth for payments. You should export the order and record the payments in Xero instead.
- Open the Orders menu item.
- Press Add Payment.
- Enter the information of the payment, and amount and press Add Payment.
- (Optional) If the order is not already approved, and you want the registrants on the order to receive their course instructions, press Approve.
- Continue to add additional payments to the order as required, until fully paid.
If you want to store a cheque number against an order you should use the reference field pictured below. This reference fields can be picked up by reports.
If you have processed a refund for a paid order but not paid all of the refund balance, you can assign outstanding credit to other orders with the same billing contact as the originally refunded order.
- Open the Orders menu item.
- If the order has an outstanding amount due and the billing contact has an available credit balance, click Apply credit.
- Enter the amount of total credit to apply against the order, and press Save.
- The credit balance will be applied as a form of payment against the order and deducted from the refund balance.
You can remove manual payments from an order in Arlo.
You cannot remove payments made via Credit Card. You will need to process a refund instead.
- Open the Orders menu item.
- Click Less payment to expand the payment information.
- Click remove on the payment line you wish to remove from the order.
- Press Delete Payment. The payment will be removed, and the balance of the order due will be updated.
If the payment was made by voucher, the amount of the payment will be automatically credited to the voucher.
If you have applied a credit balance as a form of payment on another order, and need to refund the payment, you will need to delete the credit you have applied, so that it can be paid as a cash refund (or applied to another order, if required).
- Open the Orders menu item.
- Click X to delete the credit allocation.
- The credit will be removed from the order and can be reapplied to another order or paid as a cash refund.
If you have created a credit note and you opted not to pay the refund immediately, you can manually add the refund to the credit note in Arlo at a time of your choosing. This is useful if you do not want to immediately refund a customer, e.g. you want to use some of the credit value to pay another order, before refunding the difference.
- Open the Orders menu item.
- Press Refund Payment.
- Select all payments on the credit note that press Add refund payments. If the payments were made via credit card in Arlo, the refunds will be processed automatically. Arlo will only refund up to the amount that has been paid, e.g. a deposit amount.
Non-credit card payments, such as those made by bank transfer, will need to be manually processed outside of Arlo.
If you are connected to Xero, remember to export the credit note once the refund has been processed.