This guide is for System Admins who need to change an existing order’s courses, custom items, 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 or add-on. 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.
Create an offer or add-on for a course
In the intended course group, select Add Line Item, then Custom Offer or Add-On….
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. The offer or add-on is made for this order, not added to the course’s checkout options. See Custom Offers made for one Admin order.
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, change or remove a custom charge
Adding a custom item is allowed on an order awaiting payment or overdue, or one marked paid manually without a recorded payment. It is blocked on an order using separate course invoices when more than one active item has a positive price. If the add action fails, check those conditions before retrying. These add-item restrictions do not mean every change to an existing item is blocked.
A custom item is a charge without a course or date, such as room hire or catering. It appears under Other Items and has no participant spaces. It is different from an offer or add-on made inside a course group.
As a System Admin, open Orders, select the order and select Edit Order.
To add a charge, select Add Custom Item below the item groups. To change an existing charge, find it under Other Items and change its description, quantity or unit price. If additional tax profiles exist, use its tax-profile menu to choose the intended profile.
Select the Review Changes… beneath that custom-item row. Review its amount and invoice consequences, then confirm the intended result. Use Discard on the row to leave its unapplied changes out.
To remove a saved charge when another item remains, select the X beside that saved custom-item row. Review the reduction and the offered credit or refund choices before confirming. Removing an unsaved new row simply discards that row.
Check Details and Invoices & Payments on the saved order. Use Done Editing only after reviewing or discarding every pending change.
If the custom charge is the order’s only remaining item, use Cancel an Order or Refund a Payment instead. The order must not be left with no items.
Custom items are not discounted. Each uses its own selected tax profile or the account default, together with the order’s VAT treatment. Automatic country-based tax rules do not apply to them. The order’s saved currency stays fixed.
Add another course
An existing order keeps its saved currency. The course date you add must use that currency, even when it is another date of a course already on the order. An on-demand course must also match the order’s currency. Changing course or date settings does not convert an existing order. For those settings, see Choose Currencies for Courses, Memberships and Gift Cards.
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. The customer can still open the existing course page from the order. Access to online lessons is checked separately: an ordinary part payment does not satisfy the payment requirement unless the order’s deposit or first-instalment requirement is met, or the applicable invoice or manual-payment setting allows access before full payment. Approval, the learner’s course place and access expiry also apply. Contact Cademy Support with the order number if the correct account cannot open its booking.
If you need a refund or customer credit, read Cancel an Order or Refund a Payment 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
Moving a participant or changing a whole course entry also requires a destination in the order’s saved currency. This applies to dates on the same course. For unavailable destinations and the separate cancellation and rebooking decision, see Move a Participant or Replace the Person Attending.
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. If the order keeps a discounted purchased space, that space still counts towards the discount’s usage. Removing a discounted purchased space reduces the usage count.
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 when another active item will remain on the order. It removes that course group and cancels its registrations, except registrations already completed or cancelled. Completed records remain. If custom items remain, you can remove the last course: the order stays open with those charges and the course spaces are released. Check the financial confirmation before proceeding. If the course is the order’s only remaining item, follow Cancel an Order or Refund a Payment instead.
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 and any usage limit. Staff changes can take a discount above that limit; the limit does not block an otherwise permitted order edit. 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.
After saving, discounted course spaces count towards the selected discount’s usage. See Create and Apply Discounts to check used and remaining uses or change the limit.
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, custom-item 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?
Yes, if another item will remain, such as a custom charge under Other Items. Review the course removal and its invoice effect. If the course is the order’s only item, use Cancel Order instead.
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.