You may change the registration fee or any other item to another fee or item available in your online store. If there is a difference in cost, an electronic invoice will be sent to the parent so they can pay the difference.
There are three small variations of the exchange process and all are related to the cost of the new fee or item versus the cost of the original fee or item. In each case, we create a credit for the amount of the original registration fee or item and a credit is then applied to the new purchase.
Option 1: Both exchange items have the same cost.
Option 2: The new exchange item is more expensive: the parent will be charged the difference.
Option 3: The new exchange item is less expensive: The credit is created, but is not refunded at this time to the parent, it will remain on file.
| Warning |
|---|
However, there are some items that will not allow you to make a registration or other items exchange, here are the items that will prevent you from making the exchange:
|
| Table of Contents |
|---|
Exchange of registration
Here are the steps to proceed with a REGISTRATION exchange
You must go to the ‘Registration’ tab in the member's profile
Select the line of the registration you wish to exchange (the registration must be either pending or confirmed)
In the right side panel, click on the ‘Action’ button and select Exchange items’.
...
The following warning message will appear. Please note that once you have started this process, you cannot cancel it or close the window.
Click on ‘Next’
...
The system will ask you to confirm the listing you wish to redeem.
Click on ‘Next’
...
Choose the type of member
Click on ‘Show all packages’ to see all available registration
Select the new registration
Previously completed registrations will be highlighted in yellow
The registration fees must have been previously configured in your ‘Registration fees’ in your ‘Catalog’.
You can modify the registration fee, the registration date and the registration time if necessary
You must select the position group and the member's position
Click on ‘Next’
...
The next page will ask you to select the payment method
Very important: to send an electronic invoice with a payment link, you must choose credit cards, the external payment choice is for a manual point-of-sale terminals.
If you choose one of the manual payment options, you will not send an electronic invoice with payment link, but you will send an invoice to the parent.
If you choose credit card, the system will ask you to select your merchant account 97% of MHA has only one account, so you will only see one choice.
...
You will then be asked to answer the questionnaires you have created. You can choose not to answer, as it is not required.
...
Next, you will need to sign waivers. You can choose not to sign all waivers by clicking on ‘Skip all waivers’.
...
You must then select the payment methods
...
Next, you must select the member who will receive the invoice. If the parent does not have a ‘My Account’ in Spordle, you can choose here to create a new one.
...
The last step is to confirm the invoice before sending it.
...
Congratulations, you have exchanged a registration.
...
An electronic invoice is sent to the parent for payment.
...
You can now see this registration in the member profile and the cancelled registration.
...
Under the transaction tab, you can see the credit created and the new transaction for the new registration.
...
Once the parent has paid the transaction, the payment status will change.
Exchange other items
Here are the steps to exchange OTHER ITEMS
The procedure is slightly different if the other items were purchased separately or if it is part of the registration.
Option 1: The item is purchased separately from the listing.
You must be in the ‘Transaction’s tab of the member profile.
Select the row of the item you wish to exchange
In the right side panel, click on the ‘Action’ button and select ‘Exchange items’.
...
The same warning message will appear.
Click on ‘Next’.
The system will ask you to confirm the item you wish to exchange.
Click on ‘Next’
...
Select the other new item from the drop-down list
The selected other items must have been previously configured in your ‘Other Items’ in your ‘Catalog’.
You can modify the date of registration and the time of registration if necessary.
Click on ‘Next’.
...
The next page will ask you to select the payment method.
Very important: to send an electronic invoice with a payment link, you must choose credit cards, the external payment choice is for a manual point-of-sale terminals.
If you choose one of the manual payment options, you will not send an electronic invoice with payment link, but you will send an invoice to the parent.
...
If you choose credit card, the system will ask you to select your merchant account 97% of MHA has only one account, so you will only see one choice.
...
Next, you must select the member who will receive the bill. If the parent does not have a ‘My Account’ in Spordle, you can choose here to create a new one.
The last step is to confirm the invoice before sending it.
...
Congratulations, you have exchanged an other items and sent an electronic invoice to the parent.
...
You will now see this updated information under the ‘Transaction’ tab.
...
Option 2: The item is purchased at the same time as the registration.
The only difference is how you start the redemption process.
Choose the ‘Registration’ tab in the member profile
Choose the item you want to exchange (the listing where the other item was purchased).
On the right side panel, click on the 'Action’ button and select ‘Exchange Items’.
You will now be invited to choose either the registration or the other item you wish to exchange.
...
Choose other items and click next, the rest of the process is the same as option 1 of the other items exchange.
Pending Credit Card Payment
If you wish to exchange a registration or other items, but have pending credit card payments, you must follow the following procedure:
Click on the ‘Transaction’ tab in the member profile
Click on the transaction line where you wish to make an exchange and have credit card payments pending.
On the right side panel, in the registration section, click on 'Edit’
...
A window will appear, you must modify the payment methods of your future instalments by selecting a manual method such as check, cash, Interac transfer or external payment.
Click on, ‘Confirm ’.
...
...
Then click on the ‘Action’ button and on ‘Exchange items’, then follow the process mentioned in options 1 and 2.
...
When the system asks you to select the payment option, select ‘Credit Card’
...
When the system asks you to select the payment method, choose the method you selected at the time of the initial purchase.
...
When a player is registered for a program, but needs to change it to another, you can exchange it by going to the participants profile, and selecting the Transaction Tab. Click on the line of the transaction you want to change, and the side panel will open. From the Action button, you can select Exchange Items.
What happens if I exchange a registration or other item for a lower or higher price item?
If the exchanged item is at a lower cost, a credit will be added to the participants profile. You can either refund the family the amount of the credit, or the credit can remain on the participants profile to be applied to a future transaction.
If the exchanged item is at a higher cost, there will be an outstanding balance added to the participant’s profile. The family can log onto their My Account, and pay for the invoice from the payment menu, or send in the amount by an offline method of payment.
Why is the exchange Items greyed out?
There are a few reasons why an exchange can not be made to an invoice - there are credit card installments attached the the invoice, or there was a refund made.
If there are credit card installments attached to an invoice, you first need to unlink the credit card from the invoice, then you can make the exchange (see below for instructions)
if a refund was made on an invoice, unfortunately, you will not be able to make an exchange. If it was a partial refund, an option you can use is to cancel the registration, but don’t refund the remaining amount. Then add a new registration, and adjust the amount to the outstanding balance.
Exchange a Package with Installments
Click here for Exchange a Package with Installments Video
When a registration is set up with installments, and the method of payment is credit card, the Exchange Items will be grayed out, you must first unlink installment from the credit card then you can do the exchange of an item
...
From the side panel, you will see the breakdown of the installments. Click on Edit.
| Info |
|---|
Note: You will only need to unlink installments if the original method of payment was credit card. |
...
You want to change all the installments that are in the Pending status from credit card to any other method of payment. Select a method from the drop down for each installment, and then click Confirm.
...
Now go back to the Action button on the side panel, and Exchange Items will be an option.
...
From the pop up window, click Next.
...
Select the item you want to exchange, then click Next.
...
The exchange now turns into a Manual Registration.
Select the Member Type.
If you need to select an underage/overage package, put a checkmark in the box for Show all packages.
Select from the Registration drop down the division you are changing it to. Note: if you are exchanging an Other item, select No Registration from the drop down.
You can adjust the price if needed. Note: during a manual registration, the total price of the registration is shown outside the box - the price you enter in the box is added onto the membership fee.
Click Next.
...
Select the method of Payment.
...
Select your Merchant Account.
...
Select the Payment Schedule.
...
Select the member that will be paying for the invoice. If the member is not listed, you can click on +Create a new account. Then click Next.
...
You can see that the amount paid on the original invoice has been applied to the new invoice. Click Confirm to complete the exchange.
...
You can see that the amount paid on the original invoice has been applied to the new invoice. Click Confirm to complete the exchange.
...
Once the exchange is complete, you can view on the Transaction Tab, the original invoice no longer has an amount due, and the payment from the first registration has now been applied to the new invoice.
...