Adjusting Payments

Modified on Wed, 6 May at 3:17 PM

Overview

This article explains the improved payment adjustment confirmation screen in Cornerstone Billing Solutions. When you post a partial payment or remove, reduce, or write off a payment, you will now see a confirmation screen that lets you choose exactly what happens next — giving you more control and helping prevent accidental write-offs or misapplied credits.

The default behavior remains the same (the customer owes you the balance), but you now have additional options to create a prepaid credit, issue a refund, or forgive the amount.

What's New

After posting a partial payment — or when removing, reducing, or writing off a payment — you will receive a confirmation screen that allows you to choose what happens next. The default behavior remains the same (the customer owes you the balance), but you now have additional options to handle the resulting balance or funds.

How to Move a Payment to a Different Invoice

Use the following steps to remove a payment from one invoice and apply it to another.

Step 1 — Remove or Reduce the Payment

Zero out or reduce the payment by changing the paid amount to:

Zero — if removing the entire payment.
Partial amount — if only part of the payment needs to stay against the invoice.

Step 2 — Configure the Payment Change

On the Payment Change screen, you will see several options:

Option	Description
Prepaid Credit — Leave "Create a Prepaid credit" checked	Makes the funds available for reapplication to another invoice.
Prepaid Credit — Uncheck "Create a Prepaid credit"	Use this if you are cutting a refund check to the customer instead.
Balance Handling — Confirm customer still owes (NEW)	Select this if the customer remains responsible for the remaining balance (e.g., $100).
Balance Handling — Write-off or discount credit (NEW)	Choose this option to forgive the amount.

Step 3 — Apply the Credit

Once the prepaid credit is created, apply it to the correct invoice. For full instructions on applying credits to open invoices, refer to the article Untitled Article (Billing & Payments, May 6, 02:04 PM).

Example Scenario

Situation: A $100 payment was applied to Invoice A, but it should be on Invoice B.

Solution:

Zero out the $100 payment on Invoice A.
On the Payment Change screen, keep "Create a Prepaid credit" checked.
Confirm the customer still owes the $100 on Invoice A.
Confirm you want the $100 to go back as a Prepaid credit.
Apply the $100 prepaid credit to Invoice B.

Key Benefits

Benefit	Detail
Flexibility	Choose exactly how to handle payment adjustments.
Clear Options	Understand what will happen before confirming changes.
Reduced Errors	Confirmation screen helps prevent accidental write-offs or incorrect applications.
Better Control	Decide whether to create credits, issue refunds, or write off amounts.

Common Use Cases

Use Case	Description
Invoice Corrections	Move payments between invoices when applied incorrectly.
Partial Refunds	Reduce payment amounts and issue refunds for the difference.
Write-offs	Remove uncollectible amounts while properly documenting the decision.
Account Reconciliation	Adjust payments to match bank deposits or payment processing records.

Need Additional Help?

Our Customer Success team is here to assist you.

Phone: 847-405-9517 x1
Email: customer.success@alarmbills.com