How To Apply A Payment To A Different Invoice

When a client makes a payment, or an Administrator or Office Manager clicks the "Add Payment" button on an invoice to add a payment, that payment is automatically applied to that particular invoice. Sometimes, that may not be the invoice that should have been paid. In this help article, we'll discuss how to remove a payment from an invoice so it can be moved to a different invoice.

Part 1: Removing Payment From The Wrong Invoice

Locating The Payment

There are a couple of ways to find the payment that needs to be applied to a different invoice. One option is to open the invoice that the payment is currently applied to and click "Edit" next to the payment at the bottom of the invoice:

screenshot of edit invoice screen with red arrow pointing to edit button on payment

Another option is to open the client's Balance Sheet from their profile by clicking "view" next to the word Balance under the client's name in the upper lefthand corner of the screen:

screenshot of client profile with red arrow pointing to view balance sheet button

By default, the Balance Sheet is filtered to show only "Open" items. Because the invoice has already been paid, the "Status" filter will need to be adjusted to "All Items". If desired, you can further filter what's shown here by changing the "Type" filter to show "Payments" only. Click "Edit" next to the payment that needs to be unapplied:

screenshot of balance sheet with red box around status and type filters and a second box around the edit payment button

Removing The Amount Applied

Whether you have followed the first option of clicking "Edit" next to the payment on the invoice or the second option of clicking "Edit" next to the payment on the client's Balance Sheet, you'll be brought to the Edit Payment screen. This includes the payment date, amount received, a list of invoices the payment is applied to, the amount applied to the invoice(s), and a History button for tracking that payment's history:

screenshot of edit payment screen

In this example, invoice #000299 had $375.00 applied to it from this payment. To remove the payment from the invoice, we will adjust the "Amount Applied" to say $0.00. Once it has been edited to $0.00, the "Amount Remaining" updates to $375.00. This means there will be an Open Payment of $375.00 created when we save the changes, and the Open Payment can then be applied to a different invoice (or can be left on the client's account for future services).

CAUTION: Do not adjust the "Amount Received" amount. The "Amount Received" should only be adjusted if issuing a refund outside of Time To Pet.

screenshot of edit payment screen with red no symbol over amount received and green boxes around amount applied field and amount remaining

Part 2: Applying The Payment To The Right Invoice

After refreshing the client's profile, you'll see an Open Payment. This Open Payment can be applied to a different invoice, applied as a tip, or left on the client's account for future use. Open Payments are payments you have received but are not currently applied to an invoice, so it's "Open".

screenshot of client profile with red arrow pointing to open payment

FAQs

Q: I added a Manual Payment (cash, check) for my client by mistake. How do I delete it?

We have instructions for deleting a payment available here: How To Delete A Payment. Please note that deleting a payment also deletes that payment's history and is not reversible.