Knowledge Base

Manage Invoices


Frequently Asked Questions

#1 How to Process Payment by Check / Cheque / Wire Transfer

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Manage button
  4. Click Filter By Status - dropdown box, then Select Pending
    NOTE: Registrations in Pending are those who have indicated payment by an offline-method.
  5. Click Manage button for the Attendee
    • OR located on the right side of the screen, in the Search field, enter the first few characters of the Attendee first or lastname, then Click Manage button for the Attendee
  6. In the horizontal menu,
    1. Click Payments, select Manage Payments (if payment is in full)
    2. Click Edit beside the item being paid for
    3. Click Process Payment as Received button located on the right

OR

    1. Click Payments, Add Payment (if partial payment)
    2. Click Other Payment
    3. In the Add Other Payment screen, update the payment details such as amount, Payor, Reference Number
    4. Set Mark Payment as Processed to Yes
    5. Set Email Attendee on Payment to Yes
    6. Click Submit Payment


#2 How to Add a Payment for an Attendee?

Here you may manually add a payment on behalf of the attendee. Do NOT use this to apply a Credit.

To apply a Credit, click here.

You may input a credit card and process it, or manually add an offline payment. When the payment is marked as received, the attendee will be marked as complete if the balance is $0.

When adding an offline payment, you may choose to also select the option for the attendee to receive an email receipt of the invoice. 

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Manage button
  4. Located on the right side of the screen, in the Search field, enter the first few characters of the Attendee first or lastname
  5. Click Manage button for the Attendee
  6. Click Payments in horizontal menu
  7. Select Add Payment
  8. Click Credit Card button OR Other Payment button and complete the on-screen fields
  9. Click Pay button OR Submit Payment button


#3 How to find out why a credit card payment was declined?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Manage button
  4. Located on the right side of the screen, in the Search field, enter the first few characters of the Attendee first or lastname
  5. Click Manage button for the Attendee
  6. Click Payments In the horizontal menu
  7. Select Credit Card History
  8. Locate the most recent declined transaction, Click More
    NOTE: A pop-up window will appear showing the transaction details and reason for decline
  9. Click the X in the upper right hand corner to close the pop-up window


#4 How to Refund a Full / Partial Payment?

NOTE: You may issue a refund directly using X-CD ONLY IF your payment processor is PayPal OR Authorize.net OR Moneris

AND if X-CD has enabled refunding for your site.

For those who are NOT using Paypal, Authorize.net or Moneris you will need to:

1. login to your payment processor account and issue a direct refund.

2. login to your X-CD site and create a System Credit equal to the refund amount.

SEE the help article below this one.

To Issue a Refund Amount:

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Manage button
  4. Located on the right side of the screen, in the Search field, enter the first few characters of the Attendee first or lastname
  5. Click Manage button for the Attendee
  6. Click Payments in the horizontal menu
  7. Select Refund Payment
    • If the message 'No payments are eligible to be refunded.' this means this person's registration is part of a exhibitor/company registration, you will need to go to the Company Registration, go to Registration in the horizontal menu, select Manage Staff and then select the individual's registration and proceed to follow the steps from step 5 above
  8. If applicable, click the checkbox beside the registration item(s) being refunded, if refunding an amount not tied to a registration item, skip to step 9
  9. If applicable, enter a cancellation processing fee amount
    • This will add a line item for the cancellation fee on the invoice and will be subtracted from the amount to be refunded automatically.
  10. If applicable, if not refunding for a speciifc registration item, enter a refund amount in the Fixed Refund Amount field and if applicable, Fixed Refund Tax Amount
  11. Click Next
  12. Enter a Admin note explaining the refund reason
  13. Select the Refund Type such that
    • System Credit = will not process a refund in your credit card system. It will only create a system payment record. (Note: you may need to remove the refunded item or apply a discount to offset the refunded amount if is it a partial refund, see: https://help.x-cd.com/help?smodid=71#faq596)
    • Processor Refund = will process a refund in your credit card system. For this amount, it will also create a corresponding payment record in the system. NOTE: This option will only work for those using Authorize.Net or Paypal or Moneris processors.
  14. Click Process Refund button
  15. If you wish to send an email to the end user, click Admin in the horizontal menu, select Email Attendee to compose a message and send.
    • Note: You may attach an updated invoice showing the refund.
  16. If the person's registration should be cancelled, then click Admin in horizontal menu, select Cancel/Delete/Reinstate
  17. Enter a Cancellation note, click Process Cancellation
    • This will remove all items from the registration and mark it as cancelled. Note: the attendee is NOT emailed.


#5 How to Apply a Credit for an Invoice (or Refund Check payments)?

Apply a Credit to an invoice when refunding an attendee's payment in part or whole for other forms of payment such as check or for systems that cannot issue a direct refund through X-CD.

A Credit Note does not process the actual refund transaction, but rather creates a record of the refund in X-CD.

By applying a Credit to the invoice in X-CD, it will allow the refund to be logged properly in the X-CD financial reports and help you when reconciling payments/refunds against the Payment Processor reports.

NOTE: For check payments, you will need to contact your finance department to issue a check in the amount of the reimbursement and then go into your X-CD site and create a credit for the refunded amount and cancel the items/registration.

  1. Login to your Payment Processor Account and issue a refund.
  2. Login to your X-CD Admin site
  3. Click Dashboard
  4. Click Attendee Module
  5. Click Manage button
  6. For each attendee registration to credit, Search for the individual and Click Manage button to open the registration
    • If the person's registration is part of a exhibitor/company registration, you will need to go to the Company Registration, go to Admin > Group Managment in the horizontal menu, select See All Group Members and then select Edit on the individual's registration and proceed to follow the steps from step 5 below
  7. Click Payments in the horizontal menu
  8. Select Create Credit
    • In Conference Revenue Credited, enter a numerical value (DO NOT ENTER A NEGATIVE NUMBER)
    • If applicable, in Tax Credited, enter a numerical value (DO NOT ENTER A NEGATIVE NUMBER)
    • Enter a Credit Note providing a reason for the refund
    • Select Yes for Mark Credit as Processed?
    • Click Add Credit button
    • To Cancel the Registration, click Admin in horizontal menu, select Cancel/Delete/Reinstate
    • Enter a Cancellation Note
    • Click Process Cancellation
      • This will remove all items from the registration and mark it as cancelled. Note: the Attendee does not receive an email.


    #6 How to See If Our System Can Issue Refunds Through X-CD?

    If you select Refund Payments from the Payments menu and the message appears: Your site is not enabled for Refunds.

    Refunding thru X-CD is currently only supported for those who are using Authorize.Net or Pay Pal or Moneris as their payment processor.

    If you are using a different payment process, you will need to issue refunds outside X-CD and record the refund as a System Credit in X-CD.

    If you have any questions, contact X-CD by submitting a support ticket.


    #7 How to tax exempt an Attendee Registration?

    You cannot exempt someone in the X-CD system. The payment record cannot be in X-CD as it will look for taxes to be charged.

    We recommend collecting payment from this individual "offline" outside the X-CD system.

    To record the person's registration in X-CD

    1. You may add the person to X-CD as a registrant.
    2. Add the registration items they want.
    3. And then discount their items to $0.

    This way X-CD will see this attendee as complete.
    And then add a tracking note to make sure there is a record of why you've done this.


    #8 How to Delete a Payment?

    IMPORTANT NOTE: Credit Card Payments cannot be deleted.

    A non-processed payment may be deleted by an admin.

    If the payment has been processed, the admin must unprocess the payment first and then delete the payment.

    To delete the payment record, perform the following steps:

    1. Click Dashboard
    2. Click Attendee Module
    3. Click Manage button
    4. Located on the right side of the screen, in the Search field, enter the first few characters of the Attendee first or lastname
    5. Click Manage button for the Attendee
    6. Click Payments in horizontal menu
    7. Select Manage Payments
    8. Click Edit beside the entry
    9. Enter an Admin note
    10. Click Delete Payment button

    #9 How to Remove a Discount that was applied?

    1. Click Dashboard
    2. Click Attendee module
    3. Click Manage button
    4. Search for the Registration to be updated
    5. Click Manage button for the Attendee
    6. Click Registration in horizontal menu
    7. Select Discount Items
    8. Click Edit for the discount to be removed
    9. Scroll down and click Remove Discount button

    #10 How to Manually Add an Item to an Invoice?

    1. Click Dashboard
    2. Click Attendee Module
    3. Click Manage button
    4. Located on the right side of the screen, in the Search field, enter the first few characters of the Attendee first or lastname
    5. Click Manage button for the Attendee
    6. Click Registration in the horizontal menu
    7. Select Add Manual Items
    8. Provide an Item Description
    9. Provide the Invoice Item Amount (to apply a manual discount, enter a negative number)
    10. Click Add Manual Invoice Item button


    #11 How to Manually Discount a Registration Item?

    1. Click Dashboard
    2. Click Attendee Module
    3. Click Manage button
    4. Search for the attendee registration
    5. Click Manage button for the Attendee
    6. Click Registration in horizontal menu
    7. Select Discount Item
    8. Click Edit button beside the registration item to be discounted
    9. Enter a dollar amount discount to be applied to the item and enter a note
      • If there are pre-defined discount codes and you wish to apply a code, select a discount code from the dropbox
    10. Click Assign Manual Discount / Assign Discount button to apply the discount.

    #12 How to apply an early bird pricing if the deadline has already passed?

    If the early bird deadline has passed and you wish to honor an early bird pricing on an item, then you will need to apply a manual discount for the difference to the registration item.

    See the FAQ on How to Apply a Manual Discount - click here


    #13 How to Unprocess and Delete a Processed Check Payment?

    1. Click Dashboard
    2. Click Attendee Module
    3. Click Manage button
    4. Located on the right side of the screen, in the Search field, enter the first few characters of the Attendee first or lastname
    5. Click Manage button for the Attendee
    6. Click Payments in the horizontal menu
    7. Select Manage Payment
    8. Click Edit button beside the Check Payment
    9. On the far right side of the screen, select Reverse Process Payment button
    10. This will set the Check payments as 'unprocessed'
    11. You may now delete the unprocessed check
      • Click Payments in the horizontal menu
      • Select Manage Payment
      • Click Edit button beside the Check Payment
      • On the far right side of the screen, enter a Note above Delete Payment Button
      • Click Delete Payment button

    #14 How to Delete an Unprocessed Check / Wire Payment?

    1. Click Dashboard
    2. Click Attendee Module
    3. Click Manage button
    4. Located on the right side of the screen, in the Search field, enter the first few characters of the Attendee first or lastname
    5. Click Manage button for the Attendee
    6. Click Payments in the horizontal menu
    7. Select Manage Payment
    8. Click Edit button beside the Check / Wire Payment
    9. On the far right side of the screen, enter a Note under Delete, select Delete Payment button
    10. Then you may proceed to


    #15 How to Change the Balance Owing Amount on a Check?

    1. Click Dashboard
    2. Click Attendee Module
    3. Click Manage button
    4. Located on the right side of the screen, in the Search field, enter the first few characters of the Attendee first or lastname
    5. Click Manage button for the Attendee
    6. Click Payments in horizontal menu
    7. Select Manage Payments
    8. Click Edit beside the check entry
    9. Edit the Amount field
    10. Enter into Note a reason for the amount change
    11. Click Change Payment Amount button
      • This will update the chcek amount to the proper balance owing

    #16 How to See if a Credit Card Payment went through?

    1. Click Dashboard
    2. Click Attendee Module
    3. Click Manage button
    4. Located on the right side of the screen, in the Search field, enter the first few characters of the Attendee first or lastname
    5. Click Manage button for the Attendee
    6. Click Payments In the horizontal menu
    7. Select Credit Card History
    8. Click More
      NOTE: A pop-up window will appear showing the transaction details
    9. Click the X in the upper right hand corner to close the pop-up window


    #17 Additional Help

    X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

    We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

    Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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