New Payment

Payments can be created at any time and be associated to multiple invoices or to a specific customer. An order or an invoice isn't required to make a payment. If a payment method or payment processor isn't selected for the payment, this payment is just record keeping and does not process a transaction with an external system. If there is an invoice with an outstanding balance, you can link the payment from that record.
Note: Additional partial capture payments can be applied to consume the total authorized amount if the payment processor used for the order supports multi-capture payments. This applies even when the workflow status for the payment is pending. Order Management records a transaction as a pending status when the payment processor delays return of the response and payment information.

To add a new payment, follow these steps:

  1. In Order Management Administration: click Accounting > Payment Manager. The Payment Manager page opens.
  2. From the Payment Manager dashboard, click New Payment in the Payment Summary section. The New Payment page opens.

From this page, you can add and process a new payment.

The following table describes the components that appear on the Add Payment page:
Fields and Buttons Description
Close Window button Closes the page and returns to the Payment Manager dashboard.
Search By Drop-down drop-down Use the Search By field and drop-down to locate the customer.
  • When found, click Select to attach the payment to the customer. The page is refreshed and you can do any of the following:
    • Click Detach to detach the customer from the payment.
    • If the customer has any saved payment methods, you can select one from the Saved Methods drop-down list. Note that when you select a method from the Saved Methods drop-down, the Processor drop-down automatically selects the assigned payment processor for the selected method, if one has been defined. See Adding a Payment to an Existing Sales Order in the Administration Module to collect a new payment for an existing sales order that has not been paid in full.
  • Click View to open the Customer details page for that customer.
Locate ( ) button If a customer is attached to the payment, click Detach to detach the customer from this new payment record.
Customer (Please Locate link) button Click the link to locate the customer entered in the Search by Name field.
Date () Enter a date in the field or use the calendar icon to select the payment date.
Authorized, Captured. Refunded, Unapplied amounts The authorized, captured, refunded, unapplied amounts appear in the upper right of the window. They reflect the current amounts associated with the customer.
Amount Enter a payment amount.
Method drop-down A drop-down list of payment methods such as American Express, Discover, MasterCard, Visa, Gift Card, Cash, Check. The available methods are based on the settings in the External Processor Preferences. When a payment method is selected, the page refreshes so you can enter or view the following information regarding the payment:
  • Payment processor associated with the payment method appears.
  • Payment method fields including Card Holder name, Card #, Expiration Date, CVV.
  • Transaction type drop-down list including Authorize & Capture or Authorize Only.
  • Customer information fields including Email, Name, Address, Country. Note that the address format is based on the country entered. See Localization for details on address formats for locales.
Processor drop-down A drop-down list of the third-party processors associated with that payment type. A payment method must first be entered for payment processors to appear in the drop-down list.
Memo Enter a note regarding this payment, if desired.
Reference # Enter a Reference number, if desired. This is an optional field that can be used to reference this payment, such as unique number or an order number.
Process Payment button Processes the new payment. If any fields were omitted, a system alert appears. When the payment is processed, the Attached Records and Transactions sections appear on the page.
Note: The Process Payment button is disabled or enabled based on the status of the transactions.