How to apply payment or adjustment to a members account

In some cases you will want to manually apply payment or an adjustment to your members accounts. 

How to manually add a payment and adjustments to a members account

1. Go to "Members" in the left hand sidebar 

2. Click the member and navigate to the "Orders" tab and click the Order Id 

3. Scroll to the bottom of the screen and click "Add Payment"

4.  Follow the prompts and click "Submit Payment"

5.  To add an adjustment, follow the above instructions but choose adjustment instead of add payment 

6. Follow the prompts to add a coupon code or manual adjustment. 

When adding a manual adjustment, you have the option to apply the amount proportionally across all future deliveries, or chronologically to only as many share deliveries as are needed to satisfy the amount of the adjustment.

In proportional mode, all upcoming share deliveries on the order will have its payment due increased or decreased by about the same amount. The adjustment on the first share delivery will be slightly different if the total adjustment cannot be divided evenly across the number of share deliveries.

In chronological mode, if the adjustment is positive, the full amount will be added to the first upcoming share delivery. If it is negative, and exceeds the amount due for the first upcoming share delivery, that amount due will be reduced to zero and the remainder of the adjustment will be deducted from the next share delivery, etc until the total adjustment amount is satisfied.

Share deliveries that have a status of TO BE DELIVERED will not be considered for negative adjustments, because this would necessitate a refund. Share deliveries that are in a finalized delivery will not be considered for any adjustments, because the payment has already been processed. If the amount due for a share delivery is reduced to 0, its status will automatically be set to TO BE DELIVERED. If an amount due is added to a share delivery that has a status of TO BE DELIVERED, its amount due will be reset to only the additional amount required by the adjustment and its status changed to AWAITING PAYMENT. The member will not be charged a second time for the amount they paid towards this share delivery before the adjustment was applied.

If the amount of a negative adjustment exceeds the remaining payments due on an order, as much will be deducted from future share deliveries as possible, and the remainder will be considered a balance anomaly. Contact Harvie support to issue a refund to the member, which will put the order back into balance.

Manual adjustments should be used in rare cases. When in doubt, please contact [e-mail] to assist with the adjustment. 

Member Balance Anomalies

After applying a payment or adjustment to a member's account, you may see an Anomaly on their order.

An anomaly occurs when the sum of the member's scheduled payments toward an order, calculated by adding any past payments made and the Amount Due on all future share deliveries that are in the Awaiting Payment status, does not equal the order's Adjusted Total. A negative anomaly indicates that the order's Adjusted Total is less than the sum of the payments; a positive anomaly indicates that it is greater.

Anomalies may be created in a number of ways, including incorrectly applied adjustments, edits to the order itself or the associated share deliveries, and schedule changes. It is important to address anomalies as soon as possible, to ensure that the member pays the correct amount. If you are unsure of why an order has an anomaly or how to correct it, please contact [e-mail] for assistance.