Overview

Use Scenario

For various reasons, businesses will need from time to time an opportunity to cancel upcoming invoice transactions in bulk. As such we have responded to with a utility that will allow Administrator level roles to access a new Bulk Cancel Future Transactions feature.  We have enhanced the Bulk Cancel Transactions feature with a Groups Filter allowing administrators the ability to include or exclude clients assigned to various groups.

Use Case

As an administrator I need to filter the clients by Group assignment for inclusion or exclusion in the Bulk Cancel transactions function.

As a business owner, I need to cancel upcoming transactions for a large number of specific clients so that they do not get billed for reasons such as while the facility is closed.

As a business owner I need to select by date range the client transactions that I wish to cancel in bulk.

Instructions for use

please review How to Create Groups prior to using this feature. (Article)

Administrator roles may navigate to Payments > Retail Dashboard > Bulk Cancel tab:

The system will present a pre-defined list for the next week. Users may edit the date range to begin and end as per their selection and the click the View Details button to present a new list.

The Select Groups drop down provides a list of all Groups in the location and users can select one or more than one Group from the list.

 

On touch screen devices, users will simply select or unselect the group name by touching it in the list.   Mouse and keyboard users should use the CTRL + mouse Left click method of selecting more than one group.

Users must then select the Filter Type: Only or Exclude. Selection of Only then will bring the list to a narrow presentation of clients included in the Group.  Exclude is a broader list of clients returned to Not include clients in the list if they are in the selected Group. Once you have selected your Groups for inclusion or exclusion, click the View Details button to populate the list.

 

 

Users may then select ALL or select individual clients in the list that will be included in the bulk cancel process.
	Users will also have easy access to look at the client’s Recurring Payments Details by clicking the eye icon on the right side of the list
To execute the cancellation process, simple click the Cancel and Download CSV button on the bottom right of the list.

 

	The system will present a confirmation popup for the user to confirm cancellation:
As a result of the cancellation process, users will be immediately presented with a .csv file download in the bottom left of the browser window that can be reviewed and preserved for audit purposes.

 

 

Here is an example of the .csv file opened in Excel:

 

 

A cursory review of the clients Recurring Payment details will display a cancelled payment listed for the transaction include in the utility. Reinstatement of the invoice is always possible via the Green recycle icon:

 

The .CSV Download audit report                 

Please take the time to review and save the .csv Audit report as this is your evidence of the clients included in the bulk cancel process.