Unapplying a payment

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Unapplying a payment allows staff users to edit the related invoice or transfer the payment to another invoice. Easily reapply the payment when you are ready.

Note: Gifts with unapplied payments can only be adjusted from the invoice and not from Fundraising > Enter gifts. For more information, see Adjusting gift and pledge details.

Do the following to unapply a payment:

  1. Go to Finance > Pay Central > Find payments and locate the payment using the provided search filters.
  2. Select the Payment ID.

    3. Selecting the payment ID

  3. Click Adjust Payment.
  4. From the Adjustment type drop-down, choose Unapply the payment.

    5. Choosing unapplied the payment as the adjustment type

  5. (unapplying payments of cash membership dues or subscriptions only) If you are unapplying cash membership dues or subscriptions, a warning message may appear, informing you a separate accrual invoice will be created and additional action items may be necessary. Be sure to carefully review the warning message before unapplying the payment.

    6. The following warning message may appear if you are unapplying cash membership dues or subscriptions:

    “The following items have been billed or purchased again since this payment was submitted. The payment can still be adjusted but these items will not be available for repayment after the adjustment.”

    Optional warning message text

    The warning message may appear if any of the following are true:

    • The cash dues or subscription has been rebilled since the time of the original payment
    • The subscription item has been:
      • Inactivated
      • Deleted
      • Refunded or partially refunded
  6. Click Submit. The following happens after the invoice is submitted:
    • The contact has an available credit associated with their account.
    • The associated invoice now has a balance and is available for adjustment or reversal.

      • Expanding the transaction history to review details

    • A new Open Credit invoice is created for the unapplied payment.

      • Example open credit invoice

  7. Next, do one of the following:

Reapplying the payment

Do the following to reapply the payment to the same invoice:

  1. Go to Finance > Invoices and locate the invoice using the provided search filters.
  2. Select the Invoice Number.
  3. Click Pay Invoice.
  4. In the Cart, there is an Available credit. Click Apply.

  5. Click Submit Order.