How to Apply Payment when Invoice Shows Pending Status

This document will go over how to solve the issue when showing an invoice in a pending state without needing to call support to remove the status.  The steps are done in SedonaOffice version 6.2.0.16.

Overview

Scenario – Customer has auto pay on cycle invoices.  The invoice(s) post and the customers credit card is expired and needs updated.  The date is updated, however, the invoice was already posted and showing in a (P)ending state, but no payment will be made.  Steps will show how to receive the payment, with the updated credit card, and apply the payment to that invoice.

Steps:

The steps below assume the user has to proper permissions to complete all the steps necessary.

1. The customer is showing (P) status invoice in Open Invoices

2. Right click on the invoice – Click on Make EFT Payment

3. When the new transaction window opens - Click on Unapplied Cash – Select the Credit Card to be used – Fill in the amount to be charged – Click on Process Date – Click Submit Now 

4. Click on OK button with Submit Transaction window opens

5. When back at the customers main page – Right click on the Open Cash Credit that is now available – Click on Apply

6. The Apply Customer Credit window will open – Change the apply date if needed – On the Invoices tab enter the payment on the invoice in pending status – Enter any memo – Click on Save

7. The invoice will now show paid and removed from the open invoices as well as the unapplied cash will be gone from the open credits area

** NOTE:  the (P) will still be shown for the invoice but is no longer an issue since it is now paid via using the unapplied cash