Payments may need to be corrected in Ordway for a variety of reasons. One common use case is when a payment has been applied to the wrong invoice and users want to correct the issue without crediting the paid amount back to a client's account.

Complete the following steps to address an incorrectly applied Payment without crediting the payment back to the client: 

• Generate a Refund
• Create a New Payment
  • Apply Payment Amount

Generate a Refund

Steps:

1. Navigate to Menu > Operations > Payments from the main menu to the list of all payments. 
2. Search for the payment record you are looking for and click Refund from the Actions menu.
   
3. Populate the Refund screen:
   • Date of the refund.
   • GL Account to know how to record the refund.
   • Select full refund or partial refund.
     • Selecting partial refund will display any applied Invoices and you can specify any amount to unapply.
   • Select External as the Refund Type.
   • Notes: Record that the action taken is to correct an incorrectly applied Payment and that this is not an actual refund. This will aid in auditing purposes. 
   • Uncheck Send email on successfully processing refund. 
     
   4. Save when finished. 
      Once the electronic refund is processed, the success message is displayed. This action unapplies any amounts applied to Invoices and also increases the Customer balances.
   5. Complete the steps in the next section to generate the correct Payment for the Customer. 

Create A New Payment

Steps:

1. Navigate to Menu > Operations > Payments. 

2. Click Add to record a new payment. 

3. Populate the Basic Information section:

• Customer Account - Pre-populated with your selection.
• Currency - Pre-populated with the Customer's base currency.
• Payment Date - Pre-populated with today’s date.
• Payment Amount - Enter the applicable amount.
• Select External as the Payment Type.
• Uncheck Auto-apply to next invoice? to manually select the appropriate Invoice. 

4. Save when finished. The completed payment displays:

5. Complete the steps in the next section to apply the Payment to the correct Invoice. 

Apply Payment Amount

Once a Payment is recorded as shown above, the completed Payment details display.

1. Click Apply Now to apply the payment amount. 

2. Enter the dollar amount to apply and select the correct Invoice. 

3. Save when finished.