When using the Process Payment or Payment wizard you may encounter a situation where you are applying a payment from one contact to another, but they aren't related through an account and the transaction is not part of an open registration wizard. You can apply payment from any contact to any other contact or account in the system but there are a few steps to follow to search for and get the right order into the payment wizards. Another use case is if you have an unapplied payment either on an account or contact and need to apply it to orders on another contact record. The related orders view is not available in the Payment Wizard on the payment record.
1. Option 1: Make multiple payments with the same card, or use the credit card in the Process Payment wizard for the contact you want to pay for.
They system doesn't care who's name is on the card so if you have a contact who just wants to pay for another person, you can open the other person's contact record and use the payment wizard with the requesting contact's card. ***Note that this will have the payment linked to the contact the payment was for and not the contact who's name is on the card.
EX: Jim wants to pay for Helen's order. Log into Helen's portal or contact record in CRM and use the process payment wizard. When it comes time to enter the payment enter Jim's credit card information. The payment will show up under Helen's record and not Jim's record.
2. Option 2: Search for Orders in the Process Payment and Payment Wizards
This is the option to choose if you want to reflect which contact made the payment but apply the payment to orders that are not on that person's contact record.
EX: Jim wants to pay for Helen's order, but he needs the payment to be connected with his contact record.
EX2: Office ABC has an unapplied payment that needs to be applied to employee orders.
2.1. Collect the Order ID numbers for the orders you want to fulfill, or the Invoice numbers if there are open invoices.
2.2. For individual orders or small number of orders you can get this number by opening the order/invoice record and copying the Order ID.
Open a Notepad, Word, Excel or other document and paste the order number(s) you want there so that you have access to them when you get to the wizard.
2.3. For a large number of orders create an advanced find and add a column to your results for Order ID.
Export the list of orders to excel so that you can copy the Order numbers from the spreadsheet.
2.4. Open the Process Payment for new payments, or the Payment wizard for existing payment records.
2.7. Continue to paste each order number into the search window and click Pay Now when the result displays until you have all orders on your list.
2.9. Proceed through the wizard as you would with any other payment.
The payment record will appear for the contact or account you started from and the orders you selected on other accounts/contacts will be fulfilled.