Managing Unapplied Payments

Unapplied Payments are used to record received payments that do not have a corresponding invoice. They may be a remainder amount from a check for too much, or an amount left over from a cancelled invoice/registration that is being credited to the member's account instead of refunded.

Create an Unapplied Payment:

1. Search for and open the Profile that the payment will be applied to.
2. In the Revenue panel at the top right of the profile, select the View Transactions link in the upper right corner. 
3. Select the "Unapplied Payments" tab in the transaction grid. 
4. Select Create a New Unapplied Payment.
5. Enter all payment details. 

Note that no invoice displays at the bottom of the payment form, since this payment will not be applied to any specific invoice, but will instead be recorded on the profile as available funds to apply to a future invoice. The balance from unapplied payments will appear at the top of the grid beside the Apply to Invoice button.

Click here for details on how to apply this balance to an open invoice once one is created/available for the profile.

Adjust or Refund an Unapplied Payment

1. Open the profile's Unapplied Payments tab.
2. Select the Actions tab beside the relevant payment, then select Adjust.

3. Make the necessary changes to the date, description, and amount. 
4. Select the Adjustment Type.
5. Save changes.

If the unapplied payment was a credit card payment that can still be validly refunded on the gateway, adjusting it will give the option to issue a refund to the card. 

Delete an Unapplied Payment

1. Open the profile's Unapplied Payments tab.
2. Select the Actions tab beside the relevant payment, then select Delete.
3. A notice will appear to warn that deleting this will be permanent. Select Delete to complete the action.

Warning: Deleting unapplied payments is never recommended unless you are certain that the original entry is in error. Deleted unapplied payments are not recoverable. Deleting an amount that has already been reapplied elsewhere or that was validly received will cause imbalances in your account data and financial audit trail. The best practice instead is to adjust off any outstanding unapplied payment amount, making sure that you are never taking the unapplied payments total below $0 for that profile.