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Manage Order Payments

In this guide, you’ll learn how to manage an order’s payment in the BoxNCase Admin, including capturing payments, processing refunds, and handling outstanding payment amounts.

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Overview

When a customer places an order, their payment is authorized by the payment provider they’ve chosen. You can manage an order’s payment by capturing it, refunding it, or handling outstanding amounts.

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Payment Statuses

At the top of the order details page, you can see the payment status of the order. The payment status can be one of the following:

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Capture Payment

Unless the payment provider that the customer chose is configured to automatically capture an order’s payment, you need to manually capture the payment. Capturing an order’s payment triggers its processing with the chosen payment provider, such as Stripe.

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How to Capture Payment

1. Open the order’s details page
2. Scroll to the Payments section
3. Click on the Capture Payment button
4. Confirm capturing the payment by clicking the Confirm button in the pop-up

Once captured, the payment status will update to “Captured” and the funds will be processed by your payment provider.

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Handle Outstanding Amounts

After making changes to an order, such as editing its items or creating an exchange, there may be outstanding amounts that are shown in the Summary section.

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Negative Outstanding Amount

If the outstanding amount is negative, it means you owe the customer a refund. You should process a refund for this amount.

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Positive Outstanding Amount

A positive outstanding amount means there are additional payments required from the customer. You can handle this in two ways:

1. Mark as Paid Manually - For payments collected outside of BoxNCase
2. Generate Payment Link - For customers to pay online

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Refund Payment

You can refund a previously-captured payment when there’s an outstanding amount due to returns, exchanges, or order modifications.

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How to Process a Refund

1. Open the order’s details page
2. Scroll to the Payment section
3. Click on the ⋯ icon at the right of the payment to refund
4. Choose Refund from the dropdown
5. In the side window that opens, fill out:
   • Select payment to refund: Choose the payment to refund from
   • Amount: Enter the refund amount
   • Note: Add a note for the customer (optional)
6. Click the Save button

Once processed, the customer will receive a notification about the refund and the refund will appear in the order’s activity timeline.

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Mark Outstanding Amount as Paid

Use this option when you’ve collected payment outside of BoxNCase (e.g., cash, check, or external payment system).

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Steps to Mark as Paid

1. Open the order’s details page
2. In the Summary section, locate the outstanding amount
3. Click on the Mark as paid button
4. Confirm by clicking Confirm in the pop-up

This will clear the outstanding amount without processing it through the payment provider.

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Generate Payment Link

For positive outstanding amounts, you can generate a payment link that customers can use to pay online through your storefront.

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How to Generate Payment Link

1. Open the order’s details page
2. In the Summary section, click on the Copy payment link button
3. The link is automatically copied to your clipboard
4. Share the link with the customer via email or message

Once the customer completes payment through the link, you’ll need to capture the payment as described above.

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Best Practices

• Always verify payment amounts before capturing or refunding
• Include clear notes when processing refunds for customer reference
• Keep track of manual payments for accounting purposes
• Test payment links before sending to customers
• Monitor payment status regularly for orders requiring action

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Related Guides

• Manage Order Details
• Edit Order Items
• Manage Order Returns
• Manage Order Exchanges