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 participant's 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 are the exchange Items grayed out?
There are a few reasons why an exchange can not be made to an invoice - there are credit card installments attached to 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.
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.
