Edit or cancel a purchase

#Choose the correct action

Warning: Do not use expiration or unit edits as a substitute for an approved financial correction. A purchase, charge, payment, scheduled payment, processor transaction, lesson assignment, and inventory record are separate records.

#Before any correction

1. Record the purchase ID, account, student, item, purchased and used units, activation date, expiration date, and charged amount.
2. Open View Assigned Lessons and record any future assignments.
3. Open Scheduled Payments for the purchase and record every pending, held, processing, completed, or terminated instruction.
4. Open the account and review its Ledger, Payment History, and saved payment context without exposing full payment credentials.
5. For a product, review the inventory variant and location.
6. Identify the studio policy, authorization, and client communication that apply.

Save the before-state evidence according to studio policy. Use fictional data when learning the procedure.

#Edit supported purchase details

1. Open Purchases and locate the exact row.
2. Select Edit Purchase.
3. Confirm the read-only item title. The current modal labels this field Lessons Agreement, even when the purchase is not a lesson agreement.
4. When a unit field is shown, compare its value with the displayed used summary.
5. Correct Activation Date or Expire Date only when the entitlement dates are wrong.
6. Review the read-only Purchase Date.
7. Correct Purchase Category, Instructor, or Notes as needed.
8. Select Save purchase.
9. Confirm Updated, then reopen the row and verify every changed field.

For purchases measured in lessons, hours, or credits, the new purchased amount cannot be lower than the amount already used. The save is rejected if it would make used units exceed purchased units.

Warning: Increasing units in Edit Purchase adds entitlement without adding a charge. Reducing unused units removes entitlement without automatically reducing the charge. Reconcile the account and document the approved reason whenever units change.

#Confirm an edit

After saving, verify:

1. Used shows the intended used-versus-purchased amount;
2. Active and Expire show the intended dates;
3. category, instructor, and notes are correct;
4. assigned lessons still fit within available units;
5. the account ledger is unchanged unless a separate approved finance correction was made; and
6. the purchase appears under the expected Active or Expired filter.

#Understand the current Cancel Purchase action

The current Purchases row shows Cancel Purchase only when Charged, $ is nonzero. Selecting it displays a browser confirmation and, when confirmed, submits the cancellation immediately. It does not show the detailed item, refund, fee, or scheduled-payment preview used by the older cancellation workflow.

As currently implemented, the one-step action can:

• reduce the selected purchase's lessons, hours, or credits to the amount already used, leaving no remaining units;
• set its expiration date to the current date;
• create a new negative Cancellation charge when the purchase links to an original charge;
• record a purchase-cancellation entry when the studio's schema supports it; and
• move the purchase out of the normal active results after the page is refreshed.

With the current Purchases button, the cancellation request does not include scheduled-payment selections or refund amounts. Therefore it does not:

• send a refund or void to a card or ACH processor;
• reverse or delete payment records;
• automatically remove the purchase's scheduled payments;
• explicitly unassign future lessons; or
• restore product inventory.

Warning: The negative cancellation charge can reduce the account balance or create an account credit, but it is not money returned to the client. Never tell a client a refund was processed unless the processor-aware refund procedure confirms it.

Warning: The current confirmation is the final action; there is no detailed preview on the Purchases page. If the purchase has a payment, future scheduled payments, assigned lessons, a cancellation fee, multiple items on one charge, or inventory consequences, stop until the complete correction has been planned and authorized.

#Cancel a purchase only after approval

1. Complete the before-state review above.
2. Decide how processor refund or void handling, payment allocations, scheduled payments, assigned lessons, inventory, and client communication will be handled separately.
3. Confirm that the row's charged amount and linked original charge are the intended finance basis.
4. Select Cancel Purchase.
5. Read the confirmation containing the purchase ID.
6. Confirm only when you intend the cancellation to happen immediately.
7. Refresh Purchases.
8. Change Status to Expired or Active and Expired and locate the purchase.
9. Complete the reconciliation below before closing the task.

Do not select the action again because the row still appears on an unrefreshed page.

#Reconcile a cancellation

Review all applicable surfaces:

Important: If one part of this reconciliation is missing, do not repeat the cancellation. Record the purchase ID, time, account, amount, and visible result for investigation.

#Troubleshooting

#Save purchase says units cannot be less than units used

Enter a purchased-unit value equal to or greater than the used amount. If the used amount itself is wrong, investigate lesson/class usage rather than forcing the purchased quantity lower.

#The edited date is not visible under Active

An expiration date of today or earlier can move the purchase to Expired. Search under Active and Expired before assuming the record is missing.

#Cancel Purchase is not available

The current row action appears only when the purchase exposes a nonzero charged amount. Do not create a charge solely to make the button appear. Review the account and use the appropriate entitlement or finance procedure.

#The cancellation succeeded but the row still looks unchanged

Refresh the page, then use Expired or Active and Expired. The current cancellation action shows Cancelled but does not automatically reload the table.

#Scheduled payments remain after cancellation

That is expected from the current one-step Purchases action. Review each instruction under Scheduled Payments and use the studio's authorized scheduled-payment procedure. A scheduled instruction is not canceled merely because the purchase expired.

#The ledger changed but the client's card was not refunded

The cancellation creates a local ledger effect and does not call the processor. Follow the approved processor refund or void procedure, then reconcile it with Payment History and the ledger.

#Inventory did not increase

The purchase cancellation does not restore inventory. Verify the physical return and make a separately authorized stock correction for the correct variant and location.

#Assigned lessons remain

Open View Assigned Lessons and review each future lesson. Use Unassign only when authorized and after confirming the scheduling and communication consequences.

#Related articles

• Review purchases
• Sales, purchases, and inventory overview
• Review an account ledger
• Review payment history and make corrections
• Manage inventory
• Review private lessons