Adjust, Edit, or Delete Multiple Payments or Charges with Bulk Adjust

Bulk Adjust is a time-saving feature that lets you adjust, edit or delete several payments or charges at the same time. You can do so across accounts via the Transactions page or on a single account from the account's Transactions tab. It is somewhat analogous to "batch billing" except for existing transactions. 

Process Overview

1. Filter for the payments or charges to adjust, edit, or delete
2. Check the boxes next to the transactions to adjust, edit, or delete
3. Click the Bulk Adjust link
4. Choose an Action and enter your changes (where applicable)
5. Click Save

Filter for the Payments/Charges to Adjust/Edit/Delete

You can "bulk adjust" multiple charges or multiple payments but not a mixture. So, you will choose Charges Only or Payments Only from the Type dropdown. Then enter additional criteria to zero in the transactions you want to target.

In the following example, Membership Dues were billed with a date of 6/1/2020 instead of 7/1/2020. So, we will filter for Membership Dues charges with a date of 6/1/2020:

Check the Boxes Next to the Transactions to Adjust, Edit, or Delete

Now review your list of filtered transactions. If you were successful in zeroing on just the transactions you wanted, you can click All to check the boxes. If not, either filter again with refined criteria or check off each desired transaction individually.

Click Bulk Adjust Checked Charges/Payments

Depending on the transaction type used in your Type filter, you will see in the Actions above the transactions list an action to Bulk Adjust Checked Charges or Bulk Adjust Checked Payments.

In our example, we see this:

Choose an Action and Enter Your Changes (Where Applicable)

This is where the "bulk" of the magic happens. You can choose one of these actions:

• Use Edit to change the date, charge type (charges), payment type (payments), and/or notes 
• Use Delete to permantly remove transactions in bulk (must be unapplied)
• Use None for any transaction you realize at this stage you DO NOT want to affect
• Use Reverse to adjust the amount, in whole or part, to record refunds, corrections, etc.
• Use Unapply as a first step of reversing or deleting transactions

IMPORTANT:

• You must unapply charges and payments in order to be able to reverse or delete them (you will see "- unavailable" in the action dropdown if the charge or payment is still applied) and choose to bulk adjust those transactions again afterward
• Do not reverse payments using this feature if you need to refund the funds over the gateway because while the reversal will be added, the funds will NOT be refunded

In the majority of scenarios, the change(s) you make to the first transaction will be the change(s) you want for the entire list. Use the large "fill down" button to copy a particular aspect from the first transaction down to the others. Note that the columns reflect the action(s) selected.

Here's our example (we chose Edit, entered the correct date, and used the "fill down" button on each column):

Even if you do not need to make the exact change to all of the selected accounts, this "spreadsheet" view can allow you to make your edits more easily and quickly. For example, suppose you need to change the dates on a member's scheduled payments from the first of the month to the 15th. You could use Bulk Adjust Payments to edit all of those dates on one screen versus opening, editing, and saving each. Or, suppose you just ran a batch billing and now want to adjust a handful of accounts. You could use Bulk Adjust Charges to edit all of those specials case on one screen.

Click Save to Complete Your Bulk Adjust

Review your transaction list to confirm that you are set to make the desired changes, then click Save at the top right corner of the page. You cannot reverse this process, so make sure you are ready to proceed.

Additional Example Applications

Here are some scenarios where bulk adjust can be quite useful:

• You need to correct the amount charged for a set of transactions (Edit)
• You need to update the payment date of a member's scheduled payments (Edit)
• You want to record a dues abatement for a set of members (Reverse)
• You need to reduce school tuition charges (Reverse)
• You want to delete "optional" charges billed at the start of the fiscal year (Delete)
• You need to delete a series of scheduled payments from a memver's account (Delete)

Remember:  you can only reverse or delete unapplied ("open") transactions, so you may first need to use the Unapply action and then use the Delete or Reverse action. And, again, you do not want to use this feature if you need to refund funds over a payment gateway because while the reversal will be added, the funds will NOT be refunded over the gateway.

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