Schedule Payment Run

Payment Runs can be scheduled to run automatically when posted Invoices are available or regularly at a predetermined frequency.

Best Practice: Schedule the Payment Run to trigger as soon as a billing run is Posted when using Due on Receipt payment terms as this triggers Customers with Auto-Pay enabled and processes payments for them.

Note: A Payment Run generates off of the invoice due date rather than the invoice date itself. Example: When generating an invoice 10/01/23 with Net 15 terms, the Payment Run will only work if the Target Date is 10/15/23 and not a day sooner.​

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 > Setup > Schedules.
2. Click + Add in the Payment Run Schedules section.

3. Select the trigger to initiate payment runs by either:

• Immediately after a billing is posted - As soon as Invoices are generated
• Based on a schedule:
  • Schedule - Daily, weekly, twice a month, or monthly
  • Target Date - You can choose the date to be the same as the date of the payment run or a few days before or after.

4. Filter for due Invoices allows you to narrow down the Invoices that should be picked up by this payment run.

5. Processing Options:

• Create one payment per Customer - When enabled only one payment per Customer will be created for all their Invoices, when disabled then each Invoice will be 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 will be sent to the Customer on successfully processing the payment. The template for this email can be configured in Menu > 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 Setup > Manage Templates.

6. Save when finished.