Capturing a Payment for an Existing Invoice in the Administration Module

Follow these steps to capture a payment for an existing Invoice that has not been paid in full. You might need to do this when a previous payment has failed. Note that a Sales Order remains in the Reconciliation Queue until all associated Invoices have been paid. If you need to manually write off the Invoice as unpaid, follow these steps, but select no payment processor.

  1. In the Accounting accordion menu, select Invoice Manager.
  2. The Invoice Summary includes links to view Invoices that are alerted, waiting fulfillment of the associated Shipping Order, or waiting payment. Note that an Invoice that is waiting fulfillment and has not been paid appears only in the Waiting Fulfillment list. Click the appropriate link to bring up that list.
  3. Select the desired Invoice from the list to open the Invoice details dialog. If there is no Invoice, search for it using the search form at the top of the page.
  4. Apply various credits and charges in the Transactions section of the dialog as follows:
    1. Select the transaction type from the drop-down list. Available transactions include the following:
      • Apply Credit Memo
      • Bounced Check
      • Credit Adjustment
      • Debit Adjustment
      • Discount
      • Finance Charge
      • Prepayment
      • Write Off
    2. (Credit Memos only) Selecting Apply Credit Memo shows a Credit Memos drop-down list. Select an appropriate Credit Memo from the list to apply to the Invoice. If no Credit Memo related to the current Customer is found, then this transaction can't be added. If necessary, you can create a new Credit Memo to apply to the Invoice by clicking New Credit Memo in the upper right of the dialog. This leaves the Invoice Detail page and opens a Credit Memo Detail page.
    3. Enter a value in the Amount field and a description of the charge or credit in the Description field.
    4. Click Add Transaction to add the transaction to the list. The outstanding amount of the Invoice are increased or decreased, according to the selected transaction type.
  5. Enter the payment information. There are two ways to open the payment form:
    • Click Payment at the top of the dialog.
    • Click the Payments tab in the Details section at the bottom of the dialog to open the list of payments associated with the Invoice, then click Add.
  6. Check the associated Customer by clicking the Customer name. This opens a new popup with the Customer details.The following amounts appear in the upper right. They reflect the current amounts for the Order associated with the current Invoice.
    • Authorized
    • Captured
    • Unapplied
  7. If the Customer has any saved payment methods, you can select one from the Saved Methods drop-down list. Alternatively, you can enter a new payment method using the appropriate fields. 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. Selecting no processor causes the Invoice to be written off when you process the Payment.
  8. Enter a note in the Memo field, if desired.
  9. Enter the Customer’s phone number in the Phone field, if desired.
  10. Enter a payment amount in the Amount field.
  11. Select Authorize Only or Authorize & Capture from the Transaction drop-down.
  12. The Reference # field is pre-populated with the Order number. Change the value, if desired.
  13. Click Process Payment to process the payment.
  14. The Payment dialog remains open on the authorized payment, with the payer identification fields locked. By selecting Authorize Only, then the Transaction drop-down is visible, offering Capture as the only option. By capturing the payment, then the Transaction drop-down isn't visible, and the Invoice appears in the Invoices tab of the Transactions section.
  15. Click Back to Invoice to return to the Invoice details page. The payment appears in the Payments tab of the Details section.