Applying a Payment to an Order

When creating a new order, you have the option to save the order without payment or to proceed to enter payment information. For existing orders, from the order summary page, in the Payment Information section, you can click Take Payment to apply a payment to the order.

The steps below assume that you are not currently viewing the order in which you want to apply a payment. If you are currently viewing the order in which you want to apply a payment, skip to step 3.

To apply a payment to an order:

1. From the Orders Central page, search for the appropriate order. For more information, please see Searching for an Existing Order.
2. From the order summary page, in the Payment Information section, click Take Payment.
   You must belong to a security group with UPDATE permissions to the Order.Payment application in order for this option to display. 
   The Auto Create Batch checkbox on the User Maintenance screen (PSM001) in ThreeSixty Operations controls whether or not a specific user has a batch auto-open during a payment workflow. If the Auto Create Batch checkbox is checked, the system will automatically open a batch when the user tries to take a payment. If the Auto Create Batch checkbox is NOT checked, if a direct or deferred posting batch is NOT open, the Choose a Batch screen will display, as shown below.  Batches to which the logged in user is the authorized user or belongs to the authorized group display. Select one of the batches list or click New Batch to create a new batch.
   The order payment information page displays, as shown below.
   
3. From the Receipt Information section, depending on the receipt type selected from the Receipt Information section, additional information may be required in the Payment Method section:
   1. Select the appropriate Receipt Type from the drop-down.
   2. The Amount defaults to the balance due. If necessary, you can change this amount to apply a partial payment or overpayment.
      If an overpayment is applied, an unapplied receipt will be created and the balance due will reflect a credit.
   3. The Payor defaults to the bill-to constituent. If necessary, click the search icon to select a different payor.
   4. If necessary, enter any Comments.
4. From the Payment Method section:
   1. To pay by credit card:
      1. Ensure a credit card was selected from the Receipt Type drop-down in the Receipt Information section above.
      2. Enter the Card Number.
         Alternatively, if the constituent has a saved credit card on file, you can click the Use Saved Card link to select a saved credit card. If the constituent has only one saved credit card on file, that credit card will be automatically populated upon selecting the Use Saved Card link.
      3. Enter the Security Code/CVC.
      4. Select or enter the card Expiration Date.
      5. Verify the Name on Card and billing address information is correct. If not, then modify it.
      6. If necessary, select the Auto Renew option.
      7. If necessary, select the Save Credit Card option to save the credit card information to the constituent record.
   2. To pay by electronic check:
      1. Ensure an electronic check option was selected from the Receipt Type drop-down in the Receipt Information section above.
      2. If necessary, select the appropriate Check Type from the drop-down.
      3. Verify that the Name on Account and account address information is correct. If not, then modify it.
      4. Enter the Account Number.
      5. Enter the Routing Number.
      6. Enter an Email address.
      7. Enter a Phone Number.
      8. Select the appropriate Personal Identifier:
         1. If you select "Driver's License" as the Personal Identifier, enter the Drivers License # and State Issued.
         2. If you select "Social Security Number" as the Personal Identifier, enter the SSN and Date of Birth.
   3. To pay by cash or check:
      1. Ensure a cash or check option was selected from the Receipt Type drop-down in the Receipt Information section above.
      2. For check payments, enter the Check Number. No other fields are required when paying with cash.
      3. If necessary, enter the PO Number.
         If you need to abandon the payment information entry, click Cancel Payment. Doing so will save the order and you will be taken back to the order summary page.
5. Click Apply Payment.
   The order summary page displays, as shown below. From this screen, you can:
   1. Cancel an Item
   2. Issue a Refund
   3. Renew an Item
   4. View an Acknowledgement Letter
   5. View an Invoice
   6. Set Up a Payment Schedule
   7. Take additional payment (see step 2 above)