How to handle unapplied invoice payments

In most cases, we automatically apply ePayments you receive to their linked invoices, and the invoices are marked as paid in full.

In some instances, we may not apply an ePayment to an invoice at all, or only partially apply it to an invoice, if we can't locate the linked invoices.

• Reasons for unapplied ePayments
• How to apply an unapplied ePayment
• How to delete/cancel an unapplied ePayment

Reasons for unapplied ePayments

• Overpayment

Either the Paying company edits the amount of the eBill to more than the original amount, or the Receiving company edits the amount of the Invoice to less than the original amount. When the eBill is paid, the ePayment is more than the original or edited amount, and the overage is not automatically applied.

• Double payment

The Invoice is already marked as Paid, but the Vendor pays the eBill, resulting in a double payment on the Receivables side. The overage is not automatically applied.

• ePayment without a linked eBill

The Receivables company sends a PDF or paper bill, the Payables company processes it like a regular bill. The bill was never sent as an invoice/eBill. Since the two companies are linked, when the Payables company pays the bill, the ePayment won't be applied automatically.

How to apply an unapplied ePayment

You can apply an uapplied ePayment manually, or delete the ePayment if it is completely unapplied. If the customer's open invoice balance isn't enough to apply the full payment, you'll need to create new invoices.

1. Select Customers in the navigation menu
2. Select the customer with the unapplied payment
3. Select Payments, then select the unapplied payment Reference #
4. Select Apply next to Unapplied Amount
5. Enter the credit amount per invoice, select the checkbox for each invoice getting credit, and select Apply. If there are no open invoices for the customer, select New Invoice instead to create an new invoice and apply the ePayment.

How to delete/cancel an unapplied ePayment

If you don't need the payment record, you can delete it instead of applying.

Note: Deleting/canceling an unapplied payment is irreversible, but doesn't reverse the payment. The payment will still deposit. this is just a cosmetic update.

1. Select Customers in the navigation menu
2. Select the customer with the unapplied payment
3. Select Payments, then select the unapplied payment's Reference #
4. Select Cancel Payment
5. Confirm cancelation