Adjusting Payments

Overview

Adjusting payments is now easier with an improved confirmation screen that gives you more control over what happens when you post partial payments, remove/reduce payments, or write off payments.

What's New

After posting partial payments or when removing, reducing, or writing off a payment, you'll 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.

How to Move a Payment to a Different Invoice

This example shows how 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'll see several options:

Prepaid Credit Option:

• Leave "Create a Prepaid credit" checked to make the funds available for reapplication
• Uncheck this box if you're cutting a refund check to the customer instead

Balance Handling (NEW):

• Confirm customer still owes - Select this if the customer remains responsible for the remaining balance (e.g., $100)
• Write-off or discount credit - Choose this option to forgive the amount

Step 3: Apply the Credit

Once the prepaid credit is created, apply it to the correct invoice.

Example Scenario

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

Solution:

1. Zero out the $100 payment on Invoice A
2. 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
3. Apply the $100 prepaid credit to Invoice B

Key Benefits

• 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

• 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 Help?

Still have questions? Contact Cornerstone Holding Co. 847-405-9517 or email us customer.success@alarmbills.com