| Review the available fields, required fields, valid values, and field-specific requirements for importing Payments into Ordway. |
For a walkthrough of External Payments, see External Payments.
Important: As a general rule, Ordway does not recommend importing or creating new Payments. Use the Import feature to import legacy Payments only. Taxes are not recalculated during the import process.
If you are experiencing a QuickBooks sync issue, retrigger the webhooks instead of editing individual transactions.
To bulk edit Payments, contact Support for assistance.
Note: Importing Payments includes the following tabs:
The Invoice Payment tab is optional and is used when applying a Payment to one or more Invoices.
Contents
- Before You Begin
- Payment Imports
- Field Requirements
- Payment Tab
- Invoice Payment Tab
- Updating External Payments
- Updating Electronic Payments
- Updating Payment Status to Failed
- Import Comments
- Related Topics
Before You Begin
- Review Step 1: Build an Import File to learn how to prepare an import file.
- Review Step 2: Import Data for information about importing data.
- Download the Payment import template from the Import Wizard.
- Make sure you have the required permissions to import Payments.
Payment Imports
A Payment import file includes the following tabs:
- Payment — Contains the fields available for importing Payment records.
- Invoice Payment — Contains the fields used to apply Payments to Invoices.
The Invoice Payment tab is optional.
Field Requirements
The following indicators identify field requirements:
| Indicator | Description |
|---|---|
| X | Required for the specified operation. |
| * | May be required based on settings or additional selections. |
| — | No specific requirement is defined. |
Payment Tab
The Payment tab contains the fields available for creating Payments.
| Field | API Name | Type | Create | Valid Values | Notes |
|---|---|---|---|---|---|
| ID | id | Text | * | — | When importing both Payments and Invoice Payments, provide the Payment ID to link the Payment to the Invoice Payment. The Payment ID provided in the import file is stored with the Payment details regardless of whether Document Numbering is set to auto-generate or require user entry. |
| External ID | external_id | Text | — | — | — |
| Customer ID | customer_id | Text | X | — | — |
| Date | payment_date | Date | X | — | — |
| Notes | notes | Text | — | — | — |
| Status | status | Text | — | Failed, Processed, Partially Refunded, Refunded, Reversed, Pending | — |
| Sub Status | sub_status | Text | — | In Dispute, Dispute Won, Dispute Lost | — |
| Amount | payment_amount | Currency | X | — | — |
| Fees | fee_amount | Currency | — | — | — |
| Process Surcharge Fee | surcharge_fee | Currency | — | — | — |
| Applied Amount | applied_amount | Currency | — | — | — |
| UnApplied Amount | unapplied_amount | Currency | — | — | — |
| Refunded Amount | refunded_amount | Currency | — | — | — |
| Exchange Rate | conversion_rate | Number | — | — | — |
| Payment Type | payment_type | Text | X | External, Electronic | — |
| Payment Method | payment_method | Text | * | — | Required for Electronic payment type. |
| Currency | currency | Text | — | — | If not provided, defaults to the customer's currency. |
| Reference Number | reference_number | Text | — | — | — |
| Auto Apply | auto_apply | Boolean | — | Yes, No | Defaults to Yes. |
| Failure Reason | failure_reason | Text | — | — | — |
| Reversal Date | refunded_on | Date | — | — | — |
| Email Status | email_status | Boolean | — | Yes, No | — |
| GL Account | gl_account | Text | — | — | Defaults based on the Payment Type. |
| Gateway Name | gateway_name | Text | * | — | If not specified, defaults to the customer's default electronic payment method. |
| Gateway Account Name | gateway_account_name | Text | * | — | If not specified, defaults to the customer's default electronic payment method. |
| Optional | opt |
JSONB | — | — | — |
| Balance Account ID | balance_account_id | Text | — | — | — |
| Payout ID | payout_id | Text | — | — | — |
| lookup_cf |
lookup_cf |
Lookup | — | — | — |
Invoice Payment Tab
The Invoice Payment tab is optional. Use this tab when applying a Payment to one or more Invoices.
| Field | API Name | Type | Create | Valid Values | Notes |
|---|---|---|---|---|---|
| Payment ID | payment_id | Text | * | — | Required when applying a Payment to one or more Invoices. |
| Invoice ID | id | Text | * | — | Required when applying a Payment to one or more Invoices. |
| Amount Applied | amount_applied | Currency | * | — | Required when applying a Payment to one or more Invoices. |
Updating External Payments
Users can update the following fields for External Payments:
| Field | Field | Field |
|---|---|---|
| Date | Notes | Status |
| Amount | Fees | Applied Amount |
| Unapplied Amount | Exchange Rate | Currency |
| Payment Method | Reference Number | Failure Reason |
| Reversal Date | Email Status | GL Account |
| Custom Fields | — | — |
Updating Electronic Payments
Users can update the following fields for Electronic Payments:
| Field | Availability |
|---|---|
| Custom Fields | — |
| Notes | — |
| Date | — |
| Failure Reason | Heartland only |
| Reference Number | Heartland only |
These updates are valid for customers using the Heartland Payments Gateway.
Updating Payment Status to Failed
To update the Payment Status to Failed:
- Export the affected Payments.
- Update the Payment Status through the import.
- When updating the status, ensure that only the following fields contain values:
- Status
- Custom Fields
- Notes
- Date
- Failure Reason
- Reference Number
- Remove values from all other fields.
- Import the updated Payment file.
Import Comments
You can add comments to the import file by starting a row with #. Any row that starts with # is ignored during import.
For example:
| # This row will be ignored during import |
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