Video: Transferring Integrated Payments Between Payees and Invoices

Watch the tutorial:

Video Tutorial Transcript

Irina from Zanda

Case 1: Payment Recorded on Wrong Invoice for Same Client

00:18 There may be different use cases for this, so let's have a look together. And we are talking about integrated payments such as Stripe or Tyro if you are located in Australia. 00:30 The first use case I want to show you is when the integrated payment is recorded for the same client but on the wrong invoice. 00:39 And let me show you how this can be fixed. So let's go into that client's profile and we will go into the billing payments section. 00:49 So here we can see an integrated payment collected through Stripe and we collected it on the third of July. So what we'll do, let's click the date of this payment to open the edit page. 01:01 You can see that all these fields are grayed out, but what we can do, we see the list of invoices that have been created for this client and this payment collected on the 3rd of July is located towards the invoice with the 10th of July date, and this is incorrect. 01:21 So how can we fix that? First, Let's remove the check from the incorrect invoice. This way, we will allocate the payment from that invoice. 01:31 And now, we only need to check the correct invoice. That's where we want to have this payment recorded. And we'll just save the changes. 01:41 And that's it. As simple as that. Just remove the payment from one invoice and allocate it to the correct invoice.

Case 2: Payment Recorded on Wrong Client but Clients Are Related

01:49 Now let us talk about a different use case. For example, you process the payment for the wrong client and on the wrong invoices, but these clients are related like here. 02:02 They may be a father and son, they may be partners, they may be siblings. So what has happened, we process the payment on the invoice for Jordan Smith, but actually it needed to be on the invoice for Peter Smith. 02:17 How can we work around that? So the first thing to do is we need to ensure that these two profiles are connected with each other as contacts. 02:28 So let's go into one client's profile and here go to the contacts page and add Jordan as a contact to Peter. 02:37 You go let's save those changes and now let us go into the Jordans profile. You will see the view contacts full profile button here and let's go to Billings and Payments. 02:52 We see this payment here collected for Jordans. So let's click the date to open the list of payments and now let us find the invoice that this payment has been located to. 03:06 There you go. Sitting here on the top, let us remove the check. So we'll allocate payment from the invoice and we will save the changes. 03:16 Now, what we will do, we will go to Peter's profile. Let's find it through here quickly. And we will go and find the invoice where this payment should be located to. 03:28 So let's go to the invoices page and we need to use this payment to pay for the invoice with the date of the 10th of July, so let's open that invoice and make it payable by Jordan Smith by the contact. 03:44 Let's save this update. Now let's jump back to Jordan's account and go into billing and payment page. We can see this payment is still sitting here, but now it has the amount so it's not linked to any invoice yet. 04:01 Again, let's click the date to open this payment and to have the option to edit it. So what we can do, let's just refresh the list and now we can see that there are two invoices with the same date that turns out July in our case and one of them is created for the client name Jordan and another one is 04:26 for Peter. And we know that we want to use this payment to pay for Peter's invoice, which we have just updated to be paid by Jordan. 04:36 So what we'll do, we'll just check the invoice we really want to pay with this amount and save the changes. 04:43 And this is how you can move the integrated payment you collected for incorrect client and on the incorrect invoice to the correct client and to the correct invoice.

Case 3: Payment Recorded on Wrong Client and Clients Are Not Related

04:54 If the clients are related and if they agreed to have that payment moved in this particular way. One more use case we'll discuss in this video is when you processed a payment for the incorrect client and on the incorrect invoice and the clients aren't related in any way. 05:17 So how can we fix that? Let's say we needed to pay peters in voice but instead we paid bailes in voice using peters credit card. 05:31 It's not a very nice situation but still it can be managed. So what we'll do now first let's have a look at if we have a suitable payment method we will be using to transfer the credit between the clients. 05:47 So what we'll do is go to the settings menu and here under the payment section let's select payment methods and we will add a new payment method we'll name it credit transfer. 06:02 It's not necessary it just for the clarity of your records but instead you could use for example the cache payment method if you want it to all right now let's go back to the calendar and what we will do now we'll go into Bayley's invoice which has been paid and here let us add a new payment method as 06:27 credit transfer make it negative and we will leave a note here on the invoice to tell our team what has been done. 06:40 Let us save the invoice. Next time you can process the correct payment for this client on the same invoice to have it actually paid by the correct client. 06:54 Now let's jump back to our calendar and now let us work on Peter's invoice to have it paid with this credit transfer. 07:05 So let's open Peter's invoice. Remember that Peter has actually paid for this invoice with his credit card. It's just the payment was recorded on incorrect invoice. 07:15 So now we have to make amends here in a Zanda account. So we'll go into the payment section and select our credit transfer payment method. 07:26 Make sure it's positive now because we are actually paying for this invoice. And again, we can leave a note about this payment.

Case 4: Contact Booked Online for Someone Else (e.g., Parent for Child)

07:34 So now we have the invoice paid. Let's save it. And this way, you've put the records straight. And the last use case we will discuss in this video is when a contact, for example, a parent booked an appointment online and paid with their credit card, but they actually made the booking for themselves under 07:57 their own name like here and needs to be in their child's name. So first of all let's make sure that our client who booked this appointment using their own name and card details but it has to be for their contact for their child, let's check that they are actually connected as contacts if not please 08:21 connect them and now Now once this connection has been made between the two client profiles, let's fix this situation. So what we'll do first, let's remove the payment from this appointment, save it. 08:39 By removing the payment from the appointment, we are not deleting the payment. We're just unallocating it from the appointment. And now we can delete this appointment that was created in the parent's name. 08:52 and we will create the child's appointment instead. Select the same service and save. Now let's open the invoice to edit it and make it payable by the contact by the person who actually paid for this invoice. 09:14 Let's save that. And now let's go to the payment on the same invoice. Click add payment and we will see this existing payment we just unallocated from the incorrect appointment available here because this is saved under the payee profile. 09:32 Let's select that and save the invoice. And there you go. We created the appointment for the correct client at the create time and place and practitioner and remade it payable by the person who actually booked it online for their contact for their child, for example. 09:54 And that's it. That's how we fixed an appointment. We booked it for the correct person and we transferred the payment from the incorrect appointment. 10:05 So thank you for watching. I hope that you find these instructions helpful and I will see you another time.