This guide is for System Admins who need to change an existing order’s courses, quantities, prices or billing details. It explains how to review the effect on invoices before confirming a change.
An order records the purchase. A registration records a person’s place on a course. An invoice records what is billed. Changing a participant, changing a price and recording a payment are different actions.
Order changes can replace invoices, create additional invoices, issue credit notes or start customer emails. Check the proposed result before confirming. If an action returns an error, check the order and invoices before trying again: an error does not prove that nothing was saved.
Open the order for editing
Open the Admin Dashboard as a System Admin and select Orders.
Find and open the order. Check its reference and customer before editing.
Select Edit Order. The order’s Details section shows editable item controls and the button changes to Done Editing.
Check the course and course date in each group. Keep changes to one group together so you can review their invoice effect.
Cancelled orders cannot be edited. If Edit Order is unavailable, check the order’s status and your access rather than creating a replacement order.
Change items, quantities and prices
Inside a course group, an offer is the price option being purchased. One unit of a group offer can contain several participant spaces. Check both the quantity and the number of spaces before changing it.
Open the order through Orders and select Edit Order.
In the intended course group, change the quantity or unit price beside the relevant offer or add-on. If alternative offers are available, use the offer selector to choose one.
Use Add Line Item within that course group to add an available offer, add-on or custom item. Check its quantity and price.
Select Review Changes… for that group. Read the proposed changes and invoice consequences described below.
To abandon the unapplied changes, select Discard for the group instead.
You cannot reduce the number of spaces below the number needed by named participants. Remove or move the affected participants using their own actions first. Removing an unnamed space is not the same as cancelling a named registration.
In edit mode, changing a course entry that has no offer, for example on an order created by the Orders import, can change the order’s total, up or down, even though you typed no price. The unit price box is shown only on an offer row or an add-on row. An entry with no offer lists its participants and spaces without a price box, so its amount cannot be typed over. If you change such an entry, Cademy works its amount out again and does not keep the imported amount: with an add-on added or an unnamed space removed, it uses the course’s own price for each space (zero if the course has no price or is an on-request course), and with an offer added through Add Line Item, the total of the offers and add-ons replaces the imported amount. The offers must also provide at least as many spaces as the entry has named participants. Read the amounts in the review step before you confirm. To correct a wrong amount on an imported order, contact Cademy Support with the order reference.
Add a custom item
In the intended course group, select Add Line Item, then Create Custom Line Item.
Enter Item Name, Unit Price and Quantity. Add a description if needed.
For Item Type, choose Offer (counts towards spaces) or Add-on (no space impact). A custom offer creates one participant space per unit; an add-on does not add a space.
Select Add Item. This adds it to the unapplied group changes, not straight to the saved invoice.
Check the row, then select the group’s Review Changes… and follow the confirmation steps below.
Add another course
In the order’s edit view, select Add Course.
Select the course and, unless it is on-demand, an existing course date.
Select the offers and quantities you need, with at least one participant space. Check any add-ons and the total.
Select Add Course in this form to open the financial confirmation. Read the proposed invoice result and any email choice.
Confirm only when the course, date and amount are correct. Wait for Course added, then check the new group in Details and its invoice in Invoices & Payments.
Adding a course does not, by itself, name its participants. Assign them to its spaces separately.
Review and confirm each change
Changes to item quantities, prices and order-level pricing are held on the current screen until confirmed. They are not an autosaved draft. Do not refresh or close the browser expecting those unapplied changes to be kept. Other actions, such as saving billing details or creating a contact, have their own save steps.
Select Review Changes… for the edited course group or pricing section. Wait for the invoice check to finish.
Read the proposed amounts, invoice changes and any customer-email option. If the check fails, do not confirm a financial change.
Where choices are offered, select the intended result. Check refund destinations and any fee before continuing.
Select the final confirmation button only when its wording and amount match your intention. Its label describes the operation, such as reissuing an invoice or issuing a credit note.
After it finishes, check Details and Invoices & Payments on the order. Confirm the items, totals and invoice records match the intended result.
Select Done Editing when finished. If there are unapplied changes, review or discard them in the prompt. Done Editing does not apply them automatically.
If another saved change affects the same course group or pricing while you are editing, your unapplied changes can be discarded and the screen warns you. Check the refreshed order before starting again.
Understand the invoice consequences
The result depends on the invoice covering the changed course, not just whether the whole order is marked paid. An order can have several invoices in different states.
Draft invoice: changes can update or remove the planned invoice. Updating a draft is not the same as issuing it.
Issued invoice with no payment or credit: eligible changes void the old invoice and issue a replacement under a new number. Even a change with the same total can need a replacement so the billed items are correct.
Increase: when an eligible unpaid, uncredited invoice covers the change, the preview offers Update followed by its invoice number, then Create a Separate Invoice. Do not expect this choice for every order. Draft and monthly-instalment changes have different results, shown in their previews.
Reduction after payment or credit: the preview can use a credit note, which records a reduction in the bill. It first reduces any unpaid balance; money returned or held as credit is limited to the eligible paid amount. A credit note is not automatically a cash refund.
Read Email the updated invoice to the customer before confirming a replacement. This choice also affects open payment requests: sending allows eligible requests to be recreated; not sending cancels them without replacements. Do not assume an old payment link keeps the same amount. Other refund or credit actions have their own communications.
For monthly instalments, an eligible increase can adjust the final payment while keeping payment dates. Check the revised balance, final payment and any overdue amount before applying it. A changed balance is not proof that money has been collected.
If you raise the total of an order that was already paid, the order becomes Partially Paid when the next payment recorded on it leaves part of the new total unpaid. While an order is Partially Paid, the customer cannot open the course page from the order in their account: a page headed No Booking Found (a course with a date) or No Order Found (a course without dates) opens instead. If a customer reports this, contact Cademy Support with the order number.
If you need a refund or customer credit, read Cancellations & Refunds before confirming. Do not use an order-item reduction with No Financial Change as a way to keep a paid invoice unchanged; ask Cademy Support to check the intended change first.
For invoice settings, due dates and invoice records, see Set Up and Manage Invoices and Receipts. For payment links and money already received outside Cademy, see Request a Payment or Record Money Received Elsewhere.
Change participants or remove a course
Participant actions are separate from typing new quantities or prices. In edit mode, open the menu beside the intended participant or course group. Check the name and course date before choosing an action.
Move Registration… changes the participant’s course or course date. Follow Move a Participant or Replace the Person Attending for the steps, the price check and the restrictions.
Replace Participant… changes the person attending. It is not a refund or a price change. The same guide has the steps.
Remove Participant… cancels that registration. Read the financial choice: keeping the invoice unchanged does not necessarily remove the purchased space.
Add Participant… can fill an available space. If another space must be purchased, it follows an add-and-confirm flow. Do not assume that adding a name always creates a new charge.
Moving a registration to another course or date resets its attendance, lesson progress and completion evidence. Check the participant’s records and read the guide linked above before you move or replace anyone. When adding a new contact, Continue can create that contact before the later participant confirmation; cancelling that later step does not undo contact creation.
Do not use a price edit as a substitute for moving the registration. If you need help completing a move or replacement, or the action is unavailable, contact Cademy Support with the order reference, participant and intended destination. Do not remove awards merely to bypass a restriction.
Remove Course… is available only when the order has more than one active course group. It removes that group and its registrations. Check the confirmation because the financial result differs for draft, unpaid and paid invoices; it does not always issue a credit note. To remove the last active course group, follow Cancellations & Refunds for cancelling the order.
Change discounts and VAT
Order-level discounts and VAT cannot be changed once an issued invoice has payment or credit applied, or when more than one issued invoice exists. Where a gift card that the customer redeemed at checkout is recorded as a payment on the invoice, it locks them too, even if no other payment has been made. The controls are also locked while payment information is loading or cannot be checked. Do not interpret a loading or error state as proof that the order has been paid.
Open the order through Orders and select Edit Order.
In the totals area, check the existing order discount. To replace it, select its remove button, shown as an X beside the discount. This stages its removal. Add Discount appears when no order discount remains.
Select Add Discount and choose the intended discount where allowed. Check its amount or percentage. Both the removal and replacement remain unapplied until reviewed.
Use the VAT selector where allowed. Its options are Pass VAT, Absorb VAT, then VAT Exempt. Accounts using another tax label show that label instead of VAT.
Select Review Changes… for pricing. Check the proposed total and invoice replacement before confirming.
Check the saved order total and invoice afterward. Use Discard to abandon an unapplied pricing change.
A locked discount or VAT control does not mean every item edit is unavailable. A permitted item change still has its own invoice consequences. Do not remove a recorded payment or credit merely to unlock pricing.
Edit billing details
Billing details describe the billed party and invoice information. They are not the participant’s registration details. You cannot switch the billed identity between Individual and Organisation in this editor. Secondary invoice ref is an additional reference, not a way to change Cademy’s invoice number.
In the Admin Dashboard, select Orders and open the order.
Select the pencil icon beside Billed To, labelled Edit Billing Details. This has its own save action; you do not need to change item quantities.
Correct the required billing fields, such as Billing name, Billing email, VAT / Tax number, PO / Reference or Billing address.
Select Save Billing Details. To leave without saving, select Cancel.
Recheck the order’s billing details and the relevant invoice PDF. The PDF can take a moment to refresh after the details are saved.
Changing a billing email affects future communications that use that address. It does not recall emails already sent. To change a payment deadline instead, use the eligible invoice’s Change Due Date action described in Set Up and Manage Invoices and Receipts.
Frequently asked questions
Does Done Editing save everything I changed?
No. Review and confirm each pending course or pricing change first. Done Editing prompts you to review or discard unapplied changes; it is not an Apply All button.
Can I reduce the number of spaces while people are assigned?
Not below the spaces required by named participants. Use the affected participant’s action first and check its financial result.
Does moving someone automatically charge the new course price?
An order-linked move shows a destination-price preview and can require an invoice, credit or refund decision. Check any payment effect in the confirmation, especially for overdue instalments; a changed balance is not proof of payment. Review the confirmation, then check both the participant destination and the resulting financial records.
Will a price change keep the same invoice number?
Not always. An eligible issued invoice can be voided and replaced under a new number. Read the preview before confirming.
Can I remove the only course on an order?
No. Remove Course… is not offered on an order with one active course. Removing the last active course is an order-cancellation task with its own financial choices.
What should I do if Apply returns an error?
Check the order and invoices before retrying. If the result is unclear, send Support the order reference, intended change and error text. Do not repeat a refund or invoice action just because an error appeared.