Create Payment Run

Payment runs are part of the automation workflow that allow for the automatic collection of payments for due invoices. They are similar to Billing Runs in concept, but for payments. It will apply a payment to all invoices that have a balance due and for the customers that have Auto-Pay enabled with valid electronic payment methods.

A payment run can be ad-hoc or scheduled to run immediately after a Billing Run or based on a schedule.

Note: A Payment Run scheduled to run right after a Billing Run, picks up only those Invoices for the Billing Run that it was generated from, and then only those Invoices who have Due on Receipt payment terms.

Preconditions:

1. Customer Accounts with Auto-Pay turned on
2. Payment Integration
3. Customer Accounts with Payment Gateway Id and thus Electronic Payment Method on file
4. Posted Invoices
5. Email templates are enabled
6. Customer Accounts with Email delivery preference turned on
7. Default GL Account for Electronic Payments are set

Steps:

1. Navigate to Menu > Operations > Payment Runs.
2. Click Add Payment Run.
   
3. Populate the following information:
   
   • Target Invoice Due Date - Indicates the due date of the Invoices picked up by this Payment Run.
   • Invoice Filter - Used to narrow down the Invoices picked up by this Payment Run.
   • Invoices Count - Preview of the number of Invoices to be processed for payment based on the selected filters and processing options above.

• Processing Options:
  • Create one payment per Customer - When enabled only one payment per Customer is created for all their Invoices. When disabled, each Invoice is processed separately.
  • Create refunds for negative Invoices - When enabled, negative Invoices will be generated by billing runs when  billing in advance and offer refunds of partial period cancellations. You can set up payment runs to auto-process refunds (when the payment gateway will allow refunding the original payment).
  • Send email on successfully processing payments - When enabled and the Customer has Email as a delivery preference, an email notification is sent to the Customer upon successfully processing the payment. The template for this email can be configured in Setup > Manage Templates.
    • Payments made via invoice links and also the Customer Portal will generate an email unless Send email on successfully processed payments is unchecked. 
  • Send email when a payment fails - When enabled and the Customer has Email as a delivery preference, an email notification will be sent to the Customer when the payment processing fails. The template for this email can be configured in Menu > Setup > Manage Templates.

4. Save when finished.

When no filters are applied to the Payment Run, a confirmation message displays. Click Continue to create the Payment Run for all Invoices, or click Cancel and add a Filter to the Payment Run. 

Clicking Save queues up the payment run. The status of the payment run changes to In Progress. The payment run creates the payments based on open Invoice balance for Customers with Auto-Pay enabled and a valid payment method. Once the process completes, the status is Completed.

Processing Times

Credit card payments are processed in real time and will return success or failure notifications immediately. Unlike credit card processing, ACH payment processing is not instantaneous and can take 4 or more days to complete. 

Read more for specific processing times: 

• Stripe
• CardConnect