Collecting the balance on an edited order
Editing an Order That Is Already Paid
You can edit an order after the customer has paid, for example to add or remove an item. Editing recalculates the total, but it never moves money: the customer's card is not charged again and nothing is refunded. Instead, the order page shows what is owed next to the order status.
- Balance due: the new total is higher than what the customer paid. The order is marked Partially paid until the balance is covered.
- Refund due: the new total is lower than what the customer paid.
Recording the Balance
If the customer pays the difference outside the checkout, for example in cash, by bank transfer or in person, record it on the order:
- Open the order and click Collect balance. The button shows on orders that are Partially paid.
- Enter the amount you collected. It cannot be more than the balance due.
- Add a reference note if you want one, such as a transfer number. It is kept in the order's audit trail.
- Click Record payment.
This only records a payment you already received. The card is not charged. When the whole balance is recorded, the Balance due badge disappears and the order is no longer Partially paid; a smaller amount lowers the balance due. Because the order was already paid once, recording the balance does not send the order-paid notifications or webhooks again.
Only the store owner or an admin can record a payment. Staff see the button disabled.
Returning a Refund Due
Refund due shows the amount the customer overpaid after an edit lowered the total. Use Refund on the order page to return it as described in Returns & Refunds. The badge goes away once the refunded amount covers it.