Payment Runs and Payments

Contents

• Overview 
• Payment Runs
  • Payment Run Types
  • Prerequisites
  • Create a Payment Run
  • Processing Options
  • Reverse a Payment Run
• Payments
  • Payment Types
  • Supported Payment Gateways
  • Add a Payment
  • Auto-Pay and Auto-Apply
• Related Topics

Overview

Use Payment Runs to automatically process electronic payments for eligible customer invoices. Payment Runs evaluate customer payment settings and process payments for invoices that meet the configured criteria.

The Payments page provides a record of processed, failed, refunded, and manually created payments.

Payment Runs

Payment Runs evaluate customer invoices and available electronic payment methods before processing payments.

Eligible invoices are processed based on:

• Target Invoice Due Date
• Auto-Pay status
• Valid electronic payment method
• Selected payment run filters

Payment Run Types

Ordway supports two types of payment runs.

• Ad hoc: Create a payment run manually to process eligible invoices immediately.
• Scheduled: Configure payment runs to execute automatically:
  • After a Billing Run
  • On a daily schedule
  • On a weekly schedule
  • On a monthly schedule
  • Based on a Target Invoice Due Date

Prerequisites

Before creating or scheduling a payment run, ensure that:

• A payment gateway is configured under Setup > Payments > Payment Gateway. Refer to Payment Gateway.
• Auto-Pay is enabled for the customer. Refer to Auto-Pay
• A valid electronic payment method exists.
• Customer delivery preference is Email (if payment receipts should be sent).
• Invoices are posted.
• Email templates are enabled. Refer to Manage Templates
• Default GL Accounts are configured. Refer to Default GL Accounts

Create a Payment Run

To create a payment run:

1. In the left navigation menu, click Operations > Payment Runs. The Payment Runs page is displayed.
   
2. Click ADD. The Add Payment Run dialog box is displayed.
   
3. Configure the payment run using the following options.
4. Click Save to create the payment run.

Payment Run ID

The unique identifier for the payment run.

• This value is automatically generated when the payment run is created.
• You cannot modify this value.

Execution Date

Displays the date on which the payment run is executed.

Target Invoice Due Date

Specifies the latest invoice due date to include in the payment run.

The payment run processes all eligible open invoices with a due date on or before the selected date. This behavior applies to both ad hoc and scheduled payment runs.

Note: The Target Invoice Due Date acts as an "on or before" filter. For example, if the target invoice due date is August 5, 2026, the payment run includes all eligible open invoices due on or before August 5, 2026, not only invoices due on August 5.

Filter for Due Invoices

Use filters to limit the invoices included in the payment run. Apply filters to process payments for a specific group of invoices or customers.

Invoice Count

Displays a preview of the number of invoices that match the selected payment run criteria.

The count includes customers with Auto-Pay enabled and posted invoices with an outstanding balance, based on the selected filters.

Processing Options

Configure how payments are created and processed.

• Create one payment per customer - When enabled, only one payment will be created per customer for all their Invoices. When disabled, each Invoice will be processed separately.
• Create refunds for negative Invoices - Negative Invoices will be generated by Billing Runs when you are billing in advance and offer refunds for partial period cancellations.
• Send email on successfully processing payments - When enabled and the Customer has set Email as a delivery preference; an email notification is sent to the Customer upon successful payment processing.
• Send email when a payment fails - When enabled and the Customer has set Email as a delivery preference; an email notification will be sent to the Customer when the payment processing fails.
• Apply Payments Processing Surcharge Fee - When enabled, the payment run applies the configured payment processing surcharge fee during payment processing.
  Note: The specific surcharge amount or calculation depends on your payment processing configuration.

Note: Email templates for the above cases can be configured in Menu > Setup > Manage Templates.

Save

1. Select Save to create and execute the payment run using the configured settings. 
   The Add Payment Run confirmation dialog box is displayed.
   

2. Click CONTINUE to create the payment run or CANCEL to return to the Add Payment Run page without creating the payment run.

3. After the payment run is created successfully, a "Payment Run successfully created" confirmation message is displayed.
   Note: If no filters are applied, the payment run processes all eligible invoices that meet the configured payment run criteria.

Cancel

Select Cancel to exit without creating the payment run.

Reverse a Payment Run

Reversing a Payment Run refunds every single payment created in the Run. Please proceed with caution as this action cannot be undone. Individual payments can be reversed or refunded from the payment record.

To Reverse a Payment Run:

1. In the left navigation menu, click Operations > Payment Runs. The Payment Runs page is displayed.
2. Click Reverse from the Actions menu of the required Payment Run.
   
3. A confirmation screen will appear to confirm that refunds will be issued for all payments in the run.

Refer to additional Payment Run articles for more details.

Payments

Payments are records of funds collected from Customers and are applied to Invoices. Use the Payments tab to see the list of processed, failed, or refunded transactions for each payment made after a payment run is executed.

Note: Payments are not generated without a Payment Run. You either need to either Schedule a Payment Run or Create a Payment Run ad-hoc.

Payment Types

Ordway accepts a variety of payment methods. When creating a manual payment, the payment method is recorded as either Electronic or External.

Electronic

Payments processed through a configured payment gateway. Refer to Payment Gateways 

External

Payments recorded in Ordway that were processed outside the platform, such as a Check, ACH, Credit Card, or other. Refer to Managing Payments

Supported Payment Gateways

A payment gateway is an electronic payment processor that allows you to accept electronic forms of payment. Ordway supports Stripe and CardConnect payment gateways. CardConnect is the preferred Payment Gateway. 

Refer to Manage Payment Gateways for more details.

Add a Payment

Payments can be manually entered. You can select a Customer Account and add a payment manually. External Payments made outside of Ordway can be manually entered for accounting purposes.  Read more about Manual Payments. 

You can also make payments through APIs or create payments via Imports. Payments can also be generated automatically through Payment Runs. 

Auto-Pay and Auto-Apply

• Auto-Pay determines if payments are automatically processed in Payment Runs.
• Auto-Apply determines if available funds are automatically applied in Billing Runs

Refer to Auto-Pay and Auto-Apply for more details.

Note: Payments can be manual or electronic regardless of the auto-pay setting. Manual payments are done through an ad hoc payment run. Electronic payments are done with auto-pay and payments are picked up in a payment run. Learn more about Payments.

FAQs

Related Topics

• Credits and Refunds
• Payment Gateways 
• Manual Payments
• Auto-Pay and Auto-Apply 
• Billing Runs