How to cancel or refund an invoice

Club Admin · Bahasa Melayu below

Invoices can be cancelled (before/during unpaid state) or waived (write-off, still tracked). Refunds happen after payment.

Cancel an unpaid invoice

Use this when: - Trainee never actually enrolled / withdrew before training started - Invoice was created by mistake - Duplicate of another invoice

1. Sidebar → Billing → Invoices
2. Open the invoice → click Cancel (top right) → confirm.
3. Invoice status flips to Cancelled. Parent stops seeing it as due.

Note: cancelled invoices stay in the DB for audit — they don't disappear.

Waive an invoice (write-off)

Use this when the parent had a genuine reason to skip (scholarship, hardship, coach's kid, etc.) and you want to zero it out without deleting.

1. Open the invoice → Waive
2. Enter a reason (required — appears in the audit trail)
3. Confirm.

Waived invoices show as Waived in the list; parent sees zero balance owing.

To reverse: Unwaive on the same invoice.

Refund a paid invoice

AAU Club Manager doesn't push refunds back to the gateway automatically (each gateway's refund flow is different). Do it in two steps:

1. Refund in the gateway — ToyyibPay / Billplz / Stripe dashboard → find the transaction → refund. Note the refund reference.
2. Record in AAU Club Manager — open the invoice → Payments section → click the payment row → Add Refund → enter amount + reference + reason.

The invoice status flips depending on refund amount: - Full refund → Cancelled (or Refunded if configured) - Partial refund → stays Paid but balance shows the net amount

For bank transfer refunds: you transfer manually to the parent's account, then record in AAU Club Manager same way (payment method = Bank Transfer refund).

Delete an invoice

Only use for accidents (e.g. bulk generation created 500 invoices with the wrong month). Deleted invoices are gone from the DB — no audit trail.

1. Billing → Invoices → tick the invoice(s) → Bulk Delete (or single delete on the detail page).
2. Confirm the warning.

Warning: never delete an invoice that has recorded payments — you'll break receipt history. Cancel/refund instead.

Cara batal atau refund invois

Untuk Admin Kelab

Batal invois belum bayar

Guna bila: - Pelatih tak jadi enrol - Invois salah dicipta - Duplicate

1. Menu sisi → Billing → Invoices
2. Buka invois → klik Cancel → confirm
3. Status jadi Cancelled. Ibu bapa tidak nampak sebagai perlu bayar.

Waive invois (write-off)

Guna untuk pelatih tajaan / kesukaran kewangan.

1. Buka invois → Waive
2. Masukkan sebab (wajib)
3. Confirm

Reverse: klik Unwaive.

Refund invois sudah bayar

AAU Club Manager tidak auto-refund ke gateway. Dua langkah:

1. Refund dalam gateway — dashboard ToyyibPay / Billplz → cari transaksi → refund. Catat rujukan.
2. Rekod dalam AAU Club Manager — buka invois → Payments → klik pembayaran → Add Refund → masukkan jumlah + rujukan + sebab

Status invois: - Refund penuh → Cancelled (atau Refunded) - Refund separa → kekal Paid, baki jadi net

Untuk pindahan bank: transfer manual ke akaun ibu bapa, rekod dalam AAU Club Manager.

Padam invois

Hanya untuk kesilapan (cth. bulk generate salah bulan).

1. Billing → Invoices → tanda → Bulk Delete
2. Confirm

Amaran: jangan padam invois yang ada pembayaran — memutuskan sejarah resit. Guna Cancel / Refund.