Payment Runs

Payment Runs evaluate a customer’s electronic payment method and use them to apply a payment to all invoices that have a balance due.

Types of Payment Runs

A Payment Run can be ad-hoc or scheduled to run immediately after a Billing Run.

Ad hoc - It is a single Payment Run that is created manually.

Scheduled - Scheduled Payment Runs can run immediately after Invoices are posted, run based on a schedule (daily, weekly, or monthly), or based on a Target Date.

Make sure the following conditions are met before scheduling a Payment Run:

• Complete the Payment Gateway Integration in Setup > Payments > Payment Gateway.
• On the Customer record, in the Payment Information section:
  • Enable Auto-Pay
  • Verify that a Payment Gateway ID exists and an Electronic Payment Method is added.
• On the Customer record, in the Billing Information section
  • Verify that the Delivery Preference is defined as Email to ensure Payment Receipts are emailed
• Invoices are Posted
• Email templates are enabled in Setup > Manage Templates.
• Default GL Accounts for Electronic Payments are set in Setup > Finance > Default GL Accounts.

Create New Payment Run

Payment runs evaluate an invoice for a set of values:

• Target invoice due date
• Auto-pay enabled
• Valid electronic payment method is set

When auto-pay is enabled and a valid payment method has been added, payments are automatically processed during Payment Runs.

To create a new Payment Run:

1. Navigate to Menu > Operations > Payment Runs.
2. Click Add Payment Run.
3. Target Invoice Due Date - Indicates the due date of the Invoices picked up by this Payment Run.
   
4. Set Filter Criteria - use filters to narrow down the Invoices to be picked up by this Payment Run.
   
5. Invoice count - shows a preview of the number of Invoices to be processed for payment based on the selected filters.
6. Processing Options
   • 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.

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

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. Navigate to Menu > Operations > Payment Runs.
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.
   
   

Explore additional Payment Run articles. 

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.

Types of Payment Methods

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

Electronic

These payments are triggered via a connected payment gateway. Read more about Payment Gateways. 

External

Payments processed outside of Ordway are for record keeping only, such as a Check, ACH, Credit Card, or other. Learn more about 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. 

Learn more on how to Manage Payment Gateways in Ordway.

Add 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 & 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

Learn more about Auto-Pay & Auto-Apply.

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.

Read Next: Credits & Refunds.