WEBVTT

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Hi there, and welcome to this New Zen video tutorial.

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Irina here, with you, and in this video let us talk about the different ways you, can

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fix the integrated payment that was recorded against the wrong invoice.

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There may be different use cases

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for this, so let's have a look together.

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And we are talking about integrated payments such as Stripe or Tyro if you are located in

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Australia. The first use case I want to show you is when the integrated

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payment is recorded,

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uh, for the same client but on the wrong

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invoice, and let me show you how this can be fixed.

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So let's go into that client's profile,

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and we will go into

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the Billing Payments

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section.

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So here we can see an integrated payment collected through Stripe, and we collected it on the 3rd of

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July. So what we'll do, let's click the date of this payment to open the Edit page. You can

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see that all these fields are grayed out, but what we can do, we see the list of invoices

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that have been created for this client,

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and this, uh, payment collected on the 3rd of July is allocated towards

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the invoice, uh, with

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the 10th of July date, and this is incorrect. So how can

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we fix that? First, let's remove the check from the incorrect invoice. This way, we will unallocate the payment from

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that invoice. And now, we only need

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to check the correct invoice.

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That's where we want to have this payment

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recorded. And we'll just save the changes.

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And that's

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it. As simple as that. Just remove the payment from

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one invoice. and allocate it to the correct invoice.

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Now, let' us talk about a different use case.

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For example, you processed the payment for the wrong client and on the wrong invoices,

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but these clients are related, like

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here. They may be a father and son. They may be partners. They may be siblings.

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So,

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what has happened? We processed the payment

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for, uh, on the invoice for Jordan Smith,

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but actually, it needed to be on the invoice for Peter Smith.

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How can we work around

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that? So the first thing to

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do is we need to ensure that these two profiles are connected with each other

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as contacts.

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So, let's go into one client's profile, and here go to the Contacts page, and add Jordan as a contact

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to

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Peter. There you go. Let's save

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those changes. And now, let us go into the Jordan's profile. You will see the View Contacts Full Profile button

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here, and let's go to Billings

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& Payments.

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We see this payment here, uh, collected for Jordan,

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so let's

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click the date to open the list of payments.

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Uh, and now, let us find the invoice

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that this payment has been allocated

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to. There you go,

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sitting here on

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the top. Let us remove the check, so we'll unallocate

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payment from the invoice, and we will save the changes. Now what we will do, we will go

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to Peter's profile. Let's find it through here quickly,

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and we will go and find the invoice where this payment should be allocated

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to. So let's go to the invoices

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page,

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and

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we need to use this payment to pay for the invoice,

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uh, with the date of the 10th of July. So let's open that invoice, and make it payable by

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Jordan Smith, by the

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contact. Let's save this update. Now let's jump back to Jordan's

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account and go into Billing

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& Payments page. We can see this payment is still sitting here, but now it has the amount unallocated,

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so it's not linked to any invoice

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yet. Again, let's click the date to open this payment and

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to have the option to, uh, edit it.

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So what we can do,

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let's just refresh the list, and now we can see that

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there are two invoices with the same date, the s- 10th of July in our case, and one of them

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is created

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for the client named Jordan, and another one is

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for Peter, and we know that we want to use this payment to pay for Peter's

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invoice, which we have just updated to be paid by Jordan.

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So what we'll do, we'll just check the invoice we really want to pay with this amount

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and save the changes.

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And this is how you can move the integrated payment you collected

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for incorrect client and on the incorrect invoice

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to the correct client and to the correct invoice

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if the clients are related and if they agreed t- that to have that payment

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moved in this particular

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way. One more use case we'll discuss in this video is when you processed

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a

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payment for the incorrect client

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and on the incorrect invoice, and the clients aren't related in any way. So how can

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we fix that? Uh, let's say we needed to pay Peter's

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invoice,

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but instead

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we paid Bailey's invoice

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using Peter's

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credit

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card. It's not a very nice situation, but still it can be managed.

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So what we'll do now first, let's have a look at if we have a suitable

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payment

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method

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we will be using

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to transfer the credit

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between the clients.

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So what we'll do is go to the Settings menu,

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and here under the Payment section, let's select Payment methods,

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and

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we will add a new payment method.

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We'll

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name it Credit Transfer,It's not necessary. They're just for the clarity of your records. But instead you could use,

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for example, the cash payment method if you wanted

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to. All right. Now, let's go back to

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the calendar, and what we will do now, we'll go into Bailey's,

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uh, invoice,

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which has been

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paid. And here, let us add a new payment method as

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credit transfer,

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make it negative, and we will leave a note here on the invoice,

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uh,

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to tell our team what has been done. Let us

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save the invoice.

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And next time, you can process the correct payment

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for this client on the same invoice

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to, uh, have it actually

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paid by the

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correct client. Now, let's jump back to our calendar,

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and

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now let us, uh, work on Peter's invoice

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to have it paid

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with this credit transfer. So let's open Peter's

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invoice.

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Remember that, uh, Peter has actually paid for this invoice with his credit card, it's just,

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uh, the payment was recorded, on incorrect invoice, so now we have to make amends here

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in

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Xender account.

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So, we'll go into the Payment

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section. and select our credit transfer payment

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method. Make sure it's positive now, because we are actually paying for this invoice. And again,

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we can leave a note about this payment.

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So now we have the, uh, invoice paid.

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Let's

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save it. And this way, you put the records straight.

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And the last use case we will discuss in

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this video is when a contact, for example,

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a parent booked an appointment online and paid with their credit card,

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but they actually ma- made the booking for themselves under

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their own name,

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like here,

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and needs to be in their child's

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name. So first of all, let's make sure

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that our,

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um, client who booked this appointment

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using their own name and card details, but it has to be for their contact for their child,

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let's check that they are actually

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connected as contacts. If not, please

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connect them. And now, once this connection has been made between the two client profiles,

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let's

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fix this

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situation. So, what we'll do,

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first, let's, uh, remove the payment from this appointment.

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Save it. By removing the payment from the appointment, we are not deleting the payment, we are just unallocating

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it from the appointment.

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And now we can delete this appointment that was created in the parent's

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name, and we will create the child's appointment instead.

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Select the same

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service, and

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save. Now let's open the invoice to edit

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it, and make it payable by

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the contact, by the person who actually paid for this, uh, invoice. Let's save

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that. And now let's go to the payment on the same

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invoice. Click Add Payment,

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and we will see this existing payment we just unallocated from the incorrect appointment available

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here,

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because this is saved under the payee

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profile. Let's select

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that, and save the invoice.

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And there you go.

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We

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created the appointment for the correct client,

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at the correct. time and place and practitioner, and we made it payable by the person who actually booked

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it

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online

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for their contact, for their child, for

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example. And that's it. That's how we fixed an appointment. We booked it for the correct person, and we transferred

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the payment

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from the incorrect appointment.

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So thank you for watching. I hope that? you find these instructions helpful, and I will see you another

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time.