Create a Payment for an Account

Payments are records of money collected from Customers and are applied to Invoices sent to them. Payments can be manually received for a Customer Account.

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 > Customer Accounts.
2. Open the specific Customer Account
3. Click + Add in the Payments section.
   
4. Populate the Basic Information section:

• Customer Account - Pre-populated with your selection.
• Currency - Pre-populated with USD.
• Payment Date - Pre-populated with today’s date.
• Payment Amount - Enter the applicable amount.
• Payment Type:
  • External - This is to create 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 the Ordway platform. This selection retrieves saved credit cards from the payment gateway and allows the selection of a Payment Method or to 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 will be auto-calculated.
  • Unapplied Amount.
  • 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.
  • Enter any Notes to associate with the payment.
  • Send email on successfully processing or failed payments - When enabled, the Customer receives an email upon successfully processed payments.

4. Apply to Invoices, as needed. Populate the Amount To Apply. 

5. Save when finished.

6. The completed payment displays.