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Unapply a Payment and Apply an Overpayment

Updated

What this does: Takes a payment off the wrong invoice and applies it, as an overpayment, to the right one, keeping a full audit trail.

Applies to: GrowthZone staff with access to Finance. Not available for payments made through a National Association of REALTORS® (NAR) e-commerce gateway.

Before you start: Check the payment hasn't been deposited yet. A deposited payment can't be unapplied: refund it and re-enter it instead.

Time needed: About 5 minutes.

Rules for unapplying:

  • You can only unapply the whole payment, not part of it.
  • Once unapplied, the payment can go only to that contact's own invoices. A payment on an individual can also go to organizations they are related to. A payment on an organization can also go to its related individuals.

Unapply a payment

Take the payment off the invoice it was applied to.

  1. Open the contact record and click the Billing tab.
  2. Click Actions on the payment and select Unapply.
    Contact record Billing tab with the Actions menu open on a payment row and Unapply boxed
  3. Review the payment details on the Unapply Payment screen. They are read-only.
  4. Click Unapply.

Checkpoint: The payment shows as unapplied, with a credit in the Balance column. The original invoice is open again.

Billing tab after unapplying, with the unapplied payment row and its credit in the Balance column boxed

GrowthZone reverses the original invoice accounting transaction. The reopened invoice ages from its original due date, not from today.

Apply an overpayment

An overpayment is money on a contact's account that isn't applied to an invoice yet. It can come from an unapplied payment, a payment entered without an invoice, or a member paying ahead.

  1. Open the contact record and click the Billing tab.
  2. Click Actions on the payment and select Apply Payment.
    Billing tab with the Actions menu open on an overpayment row and Apply Payment boxed
  3. Select Apply Overpayment.
  4. On the Add Apply Overpayment screen, select the invoices to apply it to.
    Add Apply Overpayment screen with the invoice check boxes boxed
  5. Click Done.
Tip: If Auto-Apply Credits to Newly Created Invoices is on in General Billing Settings, GrowthZone applies overpayments to new invoices for you.

Find unapplied overpayments

See every overpayment that is still waiting to be applied.

  1. Go to Finance, Billing section, click All Payments.
  2. Click Filter, select Unapplied Overpayments and click Done.
    All Payments filter panel with the Unapplied Overpayments option boxed

Common pitfalls

  • No Unapply option: the payment is deposited. Create a refund instead.
  • NAR e-commerce payments: unapply isn't available for them in the back office.
  • Moving money to another member: not possible. An unapplied payment stays with the same contact (and their related contacts).
  • Moving only part of a payment: not supported. Refund it and re-enter the payment instead.

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