Applying an Orphaned Payment to an Invoice or Credit Memo in the Administration Module

You might have an unapplied or orphaned payment or refund that needs to be applied to an existing Invoice or Credit Memo.

  1. In the Accounting accordion menu, select the Payment Manager.
  2. The Payment Summary section of the Payment Manager shows a list of payments in states that require attention. Click view next to the Orphaned Payments line to open a list of orphaned payments.
  3. Click the payment ID of the orphaned payment to apply. If it isn't in the list, then search for it using the search form at the top of the page.
  4. Check the Customer. If the payment isn't attached to a customer, use the Search By field and drop-down to locate the Customer. Each search result has a Select link and a View link; click View to open the Customer details page for that Customer, or click Select to attach the payment to that Customer. The name of the card holder that made the payment appears in the Card Holder field; that might help to identify the appropriate Customer.
  5. Check the Show All Invoices box in the Transactions section of the page to display lists of Invoices, Credit Memos, and payment/ refund transactions associated with the Customer. Select the Invoices tab to see the Invoices, or the Credit Memos tab to see the Credit Memos.
  6. Enter a value in the Amount Applied field for the Invoice(s) or Credit Memo(s) to apply the payment. The values should add up to match the total amount of the payment.
  7. Click Apply Payment. The Transactions section is updated to reflect the applied payment.
  8. To add an Activity to the payment to record the application, select the Activity tab in the Details section of the page and click Add to open the Activity dialog. Enter the desired information and click Update.
  9. To send an email regarding the payment application, select the Emails tab in the Details section of the page and click New to open the Compose Email dialog. Enter the desired information, including the destination address and subject, and click Send.
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