Who can take payment actions
Admin users
Can cancel online payments that are still pending, refund payments that have settled, record offline refunds, and delete or re-record offline payment entries.
Standard users
Cannot take online payment actions such as Cancel or Refund. They can make non-financial updates only.
Online vs. Offline Payments (Quick Explanation)
Online payments
Payments processed through Parting Pro using a card or electronic method. Money actually moves through the processor.
Because funds were transferred, these payments cannot be deleted.
To correct an online payment, use a refund.
Offline payments
Payments received outside of Parting Pro, such as cash or check. These entries act as records in the system.
Because no money is moved, offline payments can be deleted and re-recorded if needed.
The three most important rules to remember
Once money has been collected online, the only safe way to change the amount is to refund and recollect.
Line items lock once there is payment or a contract-signing flow in progress.
Invoices with any payment activity cannot be deleted.
What you can change before payment is collected
Invoice name or title
Notes on the invoice
Recipient name and email message when resending
Offline payments you recorded manually (cash, check entries)
These changes do not move money and do not affect the family’s payment.
What cannot be changed after payment
Line items on the invoice
The amount of a settled online payment
Removing or deleting the settled online payment record
If you need to correct the amount, use the refund workflows below.
When line items are locked
Line items are editable only when all of the following are true:
The invoice is not paid
The invoice is not tied to a contract currently being signed
The related contract is not signed
If any of these are not true, line items will be locked. Use a correction workflow instead.
Deleting invoices
You can only delete an invoice if no payments have been recorded on it.
You may delete:
• Draft invoices with no payments
• Sent invoices with no payments (for example, if it was sent to the wrong person)
You cannot delete:
• Any invoice with partial or full payment activity
• Any invoice tied to a contract that is signed or partially signed
If a payment exists, even a small one, use the correction workflows below.
Correction Workflows
1. The amount collected is incorrect
If the payment is still pending (authorized): Cancel the payment, update the invoice, and resend.
If the payment has settled: Refund the incorrect amount. Then update the invoice and recollect if needed.
2. Line items need to change after payment
Line items cannot be edited once any payment exists.
Choose the correct workflow based on your role:
If you are an Admin:
Refund the payment
Then reissue a corrected invoice
Or send a second invoice if the family simply owes more
If you are a Standard user:
You cannot process refunds
You can send a second invoice for the additional amount needed
If a correction requires a refund, reach out to an Admin to complete the refund step.
3. Wrong person situation
If the invoice hasn’t been paid yet:
Delete the invoice and re-issue to the correct person.
If the invoice has already been paid:
If the payment was online: Refund the payer, then re-issue to the correct person.
If the payment was offline: Delete the offline payment and re-record it under the correct person.
4. A refund was processed outside of Parting Pro
Record an offline refund so the ledger remains accurate.
5. Correcting an offline payment entry (amount or payer)
Since offline payments do not move money, they can be removed and re-entered.
Click the three dots next to the offline payment
Select Delete payment
Then select Record payment to enter the correct amount and payer
If you need an audit trail instead of removing the payment, record an offline refund first, then re-record the correct payment.
Quick Reference
Situation | What to do | Who can do it |
Online payment is still pending | Cancel payment, update, resend | Admin |
Online payment has settled | Refund full or partial amount | Admin |
Offline payment is incorrect | Delete payment and re-record it | Admin |
Need to rename invoice | Edit title anytime | Any user |
Need to change line items after payment | Refund and reissue, or send additional invoice | Admin |
Invoice has any payment activity | Invoice cannot be deleted | — |
If you’re unsure
Send Support the invoice link and what needs to change. We will guide you.