Create a Manual Payment

Payments are records of money collected from Customers and are applied to Invoices sent to them. Complete the following steps to record a manual Payment for a Customer Account.

Preconditions:

The following features must be enabled in Ordway to record a manual payment: 

1. Customer Accounts with Auto-Pay
2. Payment Integration
3. Email templates
4. Customer Accounts has Email delivery preference

In addition, the following must also be satisfied before recording a manual payment: 

1. Customer Account has a Payment Gateway ID & also an Electronic Payment Method on file.
2. Posted Invoices must exist.
3. Default GL Account for Electronic Payments have been determined.

Steps:

1. Navigate to Menu > Customer Accounts.

2. Open the specific Customer Account.

3. Scroll to the Payments section.

4. Click + Add.

5. 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.
• Payment Type:
  • External - When selected, this creates a record of the payment processed externally, outside the Ordway platform.
    • Select a related Payment Method for the payment (Check, ACH, Credit Card or Other).

• • Electronic - Select Electronic to process payment electronically using the payment processor integrated with Ordway.
    • Select existing Payment Method from the available drop-down menu or add a new one.

• Reference Number - Optional field available when External Payment Type is selected, can be used to record an external transaction id or a check number.
  
  • Applied Amount - indicates how much of the Payment Amount has been applied to Invoices.
  • Unapplied Amount - indicates the remaining balance yet to be applied. These amounts are auto-calculated.
  • Auto-Apply - Enabling this automatically applies any unapplied amount to the next Invoice generated.

    Note: Auto-Pay must be enabled within the Customer account, even if no electronic payments are stored in order for payments to auto-apply to invoices.

  • GL Account - This drop-down menu allows you to pick the relevant GL Account, will be used in Journal Entries.
  • Notes - enter pertinent notes to record with the payment.
  • Send email on successfully processing or failed payments - When enabled, the Customer receives an email upon successful or failed payments.

6. Click Save when finished. 

7. The completed payment displays. 

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 to unpaid invoices. 

2. Enter the dollar amount to apply to unpaid invoices. 

3. Click Save when finished. 

Create Payment via Imports

Ordway imports are a great way for bulk data entry.

Please see our Import & Export Data documentation. Also reference our Walkthrough: Import External Payments article.

Create Payment via API

To create Payments using our Rest APIs, use the Create Payment API call.