Enter payment or credit memo for an invoice

Management -> Attendee Registration -> Invoices

When using the Converia payment processing service (ticketing), the Converia team will take care of these processes.

1. Enter incoming payment

Fig. 1: View and manage payments for an invoice

To post the incoming invoice amounts manually, select the desired invoice and click on the Payments tab. Click on Add entry to open an overlay where you can fill in the requested fields: reference code, external reference, date and payment received. These can be found on the invoice or, alternatively, can be freely selected.

Fig. 2: Entering a payment

When the payment is deposited, an optional email with a payment confirmation can be created, edited and sent by checking the Mail when saving checkbox.

The e-mail will be sent immediately when you click on Save.

You can access the payment confirmation by clicking on the blue document symbol (Fig. 1, point 2). You can also remove the entry by clicking on the delete symbol (Fig. 1, point 1).

2. payment by credit card (“online payment”)

• The credit card payment is actively set up and the interface allows for a backend payment (if you have any questions about this, please contact the support team).

• You have the credit card details for the credit card to be charged.

For data protection reasons, you are not allowed to have participants provide you with their credit card details.

However, the form of credit card payment in the backend described here can be used on site at check-in for outstanding payments.

3. Enter credit notes (refunds)

If an invoice is canceled and a credit note or refund is to be issued, proceed as follows to book a refund.

The amount to be refunded can be seen on the (now overpaid) invoice.

Fig. 3: Overpaid collective invoice with canceled participant

Once the refund has been carried out, it can be entered in Converia by entering the amount to be refunded as a negative value as amount. At this point, the cancellation function is not used!

Figure 4. Entering a credit note

The payment status of the invoice is then rebalanced.

4. Canceling a payment

The cancellation function for payments is reserved exclusively for incorrect bookings or transferring a payment to another invoice.

This function is for internal use only and cannot be followed by participants.

• Payments that have already been booked can be canceled using the orange delete symbol (Fig. 1, point 1).

• Cancellations can only be made for the total amount.

• A reason for cancellation must be given. When you click on Save, the canceled payment is listed under Cancellations.

• If necessary, the comment function can be used to make payment cancellations easier to understand.

5. Additional payment costs

For all payment methods, e.g. for bank transfers or credit cards, additional payment costs can also be specified. These appear as a separate item on the invoice.

• A fixed amount with the corresponding tax rate can be manually entered as additional payment costs in the Payments tab (no entry = tax-free).

• However, if variable additional payment costs that depend on the invoice amount have already been configured for certain payment types in the institution, these can also be automatically adjusted when the invoice is changed:

Fig. 5: Automatically adjust additional payment costs