Use this when a sale did not complete normally and you need to close it without erasing the record of what happened.
Keep the sale record
Do not delete the artwork or surrounding records simply because a transaction failed, was cancelled or had to be refunded. Studio Operations keeps sale history so the artwork, collector and transaction remain understandable later.
Return money through the original payment method when required
Archiving a sale does not move money. If the collector needs a refund, return the money through the original payment method and record the refund in Studio Operations. See Archiving a sale does not send a refund.
Close the transaction correctly
Make sure the sale is in the appropriate cancelled or refunded state before archiving it. Archiving is an organization step for a transaction that is already closed.
Archive the closed sale
- Open Sales.
- Find the cancelled or refunded sale.
- Choose Archive.
- Add a private note when useful.
- Choose Archive this sale.
See Archive a cancelled or refunded sale.
Leave the artwork history intact
The archived transaction, person and artwork connection remain available. If the artwork should return to normal inventory use, manage its real current artwork state separately rather than deleting the historical sale.
If Studio Operations refuses to remove an artwork because it has transaction history, see Why an artwork with sale history cannot be removed.
Record a partial refund
- Open Sales and choose Refund or cancel on the paid sale.
- Enter the additional amount in Partial refund amount and, if useful, a private note.
- Read and tick the refund confirmation, then choose Record partial refund.
This records money you have returned; it does not send money through your payment provider. A partial refund keeps the work sold and adds to any earlier refund. To refund the remaining balance, use the full-refund action and its confirmation. A fully refunded sale cannot issue a new receipt or certificate.