Exchange Items

When a player is registered in a registration package or has purchased other items, you can exchange another registration package or other items.

1 What happens if I exchange a registration or other item for a lower or higher-priced item?
2 Why is the Item Exchange button grayed out?
3 Exchange a registration
4 Exchange Other Items
- 4.1 Option 1: The item is purchased separately from the registration.
- 4.2 Option 2: The item is purchased simultaneously with the registration.
5 Exchange a Package with Installments
- 5.1 Click here for Exchange a Package with Installments Video

What happens if I exchange a registration or other item for a lower or higher-priced item?

If the exchanged item is at a lower cost, a credit will be added to the participant's 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.

An outstanding balance will be added to the participant's profile if the exchanged item is at a higher cost. 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 payment method.

Why is the Item Exchange button grayed out?

Some items will not allow you to exchange a registration or another item. Here are the items that will prevent you from making the exchange:

The invoice item has been cancelled
The invoice has been refunded
Pending credit card payments (see procedure below)
Insufficient permission to modify invoices
Invoice is not in the current organization

Exchange a registration

Here's how to make a REGISTRATION exchange

Select the Registration tab in the member profile
Select the line of the registration you want to exchange (the registration must be either pending or confirmed)
Click the Action button in the right-hand side panel and select Exchange Items.

The following warning message will appear. Please note that you can't cancel or close the window after starting this process.

Click on Next

The system will ask you to confirm the registration you want to exchange.

Click on Next

Choose member type
Click on Show All Package to see all available registration fees
Select new registration
- Existing registration will be highlighted in yellow
- Registration fees must have been previously configured in your Catalog
If the position has been checked in the Registration fees, you must select the position group and the member's position.
Click on Next

The next page will ask you to select your payment method.

If you select credit card as the payment method, the system will ask you to select your merchant account.

97% of MHA have only one account, so you'll see only one choice

You'll then have to answer the questionnaires you've created. You can choose not to answer, as this is not mandatory.

Then, you have to select the installment method.

If you have selected payment by credit card, select the member who will receive the invoice.

If the parent has not created a member profile in My Account, you can create a new one here by clicking + Create a new account.

The final step is to confirm the registration change.

Congratulations, you've exchanged a registration!

If you have selected payment by credit card, the parent will receive a payment notification (see picture).

Suppose you have selected a manual payment method. In that case, you must follow the procedure detailed in the documentation Action to do for manual transactions to link the participant to the parent's My Account Spordle and resend the invoice.

The new and canceled registrations will be displayed in the member Registration tab.

Under the Transactions tab, the exchange items credit created to cancel the first registration and the new transaction linked to the new registration package will be displayed.

Exchange Other Items

Here are the steps for exchanging OTHER ITEMS

The procedure is slightly different if the other items have been purchased separately or if it is part of the registration.

Option 1: The item is purchased separately from the registration.

Select the Transactions tab in the member profile
Select the line of the other items you want to exchange
In the right-hand side panel, click on the Action button and select Exchange Items

The following warning message will appear. Please note that you can't cancel or close the window after starting this process.

Click on Next

The system will ask you to confirm the item you want to exchange.

Click on Next

Select the new item from the drop-down list.
The selected item must have been previously configured in your Catalog's Other Items.
You can modify the registration date and time if required
Click on Next

The next page will ask you to select your payment method

If you choose a credit card, the system will ask you to select your merchant account.

97% of HSAs have only one account, so you'll see only one choice

If you have selected payment by credit card, select the member who will receive the invoice.

If the parent has not created a member profile in My Account, you can create a new one here by clicking + Create a new account.

La dernière étape consiste à confirmer le changement d’article

Congratulations, you've exchanged the other items!

If you have selected payment by credit card, the parent will receive a payment notification (see picture).

Suppose you have selected a manual payment method. In that case, you must follow the procedure detailed in the documentation Action to do for manual transactions to link the participant to the parent's My Account Spordle and resend the invoice.

Under the Transactions tab, the exchange item credit created to cancel the first item and the new transaction linked to the new item will be displayed.

Option 2: The item is purchased simultaneously with the registration.

The only difference is how you start the exchange process.

Select the Registration tab in the member profile.
Select the item you want to exchange (the registration in which the other item was purchased).
Click the Action button in the right-hand side panel and select Exchange Items.

You will then be asked to select the item you want to exchange.
Select the item you wish to exchange and click Next. The process is the same as in option 1 for exchanging other items.

Exchange a Package with Installments

Click here for Exchange a Package with Installments Video

When a registration is set up with installments, and the payment method is a credit card, the Exchange Items will be grayed out. You must first unlink the installment from the credit card, and then you can do the exchange item.

From the side panel, you will see the breakdown of the installments. Click on Edit.

Note: You only need to unlink installments if the original payment method was a credit card.

You want to change all the installments in the Pending status from credit card to any other payment method. Select a method from each installment's drop-down, then click Confirm.

Then click on the Action button and Exchange Items.
Follow the process mentioned in options 1 and 2.
When the system asks you to select a payment option, select Credit Card.
When the system asks you to select the installment, choose the installment selected at the initial member purchase.
The system will create the same scheduled credit card installments.