Cancelling a Membership Order

The Cancellation and Refund screen is used to process a cancellations and refunds on an order. Through this screen, you can accept or override a cancellation fee, view the transactions in a cancellation process, and generate a refund directly from the screen rather than going through the formal refund process. The screen displays the balance information on the order to be cancelled or refunded, receipt and refund amounts, refund authorization, a line item summary of the cancellation, and a summary of the transaction itself.

Memberships can be cancelled without a refund, cancelled with a full refund, or cancelled with a prorated refund.

If you cancel a membership by mistake, there is NO way to fix this line from the Order Entry screen. Your DBA will need to correct the data in the back-end.

If you have not applied payment to the order (Line Status is “Proforma”), then the line item cancels automatically. If you have applied payment to the order (Line Status is “Active”), then the Cancellation and Refund Control screen displays.

Cancelling a main line item automatically cancels all sub-items.

When an order line is cancelled, Order_Detail.RECOGNITION_STATUS_CODE is always set to "C".

A few rules should be considered be considered before cancelling the membership order or refunding the customer and cancelling the membership order. Those rules are outlined below.

If a membership order is being cancelled that has a payment schedule, the revenue recognition code on the Cancellation screen defaults to “Amount Paid”.

Cancellation Rules

The following cancellation rules need to be taken into consideration before processing a cancellation:

Order/Product Type	Rule
Proforma	Cancellation can occur without any cancellation processing.
Active order that contains only inventoried items where no packing slips were generated	The entire order can be cancelled or one or more line items.
Master-level line item with sub-items	Cancelling the master cancels all sub-items. For example, cancelling a meeting cancels all related meeting events.
Membership products with subscription product benefits	You must take into consideration the calculation of deferred revenue that has already been recognized.
Invoiced Subscription or Membership products	If you are currently being served with one or more subscription issues sent but nothing has yet been paid, the amount of revenue recognized must be written off from real revenue, and the balance of the order written off from deferred revenue. If partially paid with one or more issues sent or months recognized, only the difference between what has been paid and the invoice amount must be written off with recognized revenue written off prior to deferred revenue.
Invoiced Subscription	May be fully paid and cancelled after one or more issues have been sent.