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Using the Advanced Payment Manager feature

Zuora

Using the Advanced Payment Manager feature

Before using Advanced Payment Manager, you need to complete the configuration. See Set Up the Advanced Payment Manager Feature for details.

Perform a one-time payment run

  1. In the Payment Runs section on the landing page, click the button to view all custom payment runs.
  2. On the Advanced Payment Runs page, click + New Subscription Payment Run.
  3. Select Invoice parameters to process with payment run.
    Only the accounts with the APM field set to "True" will be processed.

    • All Customers - Process all open invoices from all accounts.
    • Custom Query - Process invoices that meet specific criteria defined by customizable logic.
    • Filter By - Select filters to identify a specific group of invoices to be paid.
  4. Enter the target date for the payment run.

  5. Click Create.

Create a payment run schedule

  1. On the landing page, click the button in the Active Schedules section to view all recurring payment run schedules.

  2. On the Payment Schedules page, click + New Payment Run Schedule.

  3. Select Invoice parameters to process with payment run.

    Only the accounts with the APM field set to "True" will be processed.

    • All Customers - Process all open invoices from all accounts.
    • Custom Query - Process invoices that meet specific criteria defined by customizable logic.
    • Filter By - Select filters to identify a specific group of invoices to be paid.
  4. Enter Date and Schedule details:

    • Select the desired time zone from the dropdown menu

    • Select the frequency of the payment run

      Minutes, Hourly, Daily, Weekly, Monthly, Yearly

      Complete specific time frame details. Start times are in military time.

    • No further action is needed for the Interval field

  5. Click Create.

View the details of a payment run

A summary of recent payment runs are displayed in the Payment Runs section on the home page. In the summary, every payment run has an ID, which is different from the payment run ID in Zuora. For scheduled payment runs, the schedule ID is a number. For one-time payment runs, the shedule ID is always "Adhoc". 

collect_apm_pay_runs.png

To view a summary of all payment runs, click Click to view all custom payment runs.

collect_apm_pay_runs_all.png

To view the details of a particular payment run, click Show on the particular payment run in either of the summaries. 

collect_apm_pay_run_details.png

Additional details about the payment run, including invoices held, failed payments, and callout response are included in separate tabs.

Export all payments in a payment run

On the details page of a payment run, you can click Export Payments to export the payment details into a CSV file. 

The exported CSV file includes the following payment details.

  • Account number
  • Account name
  • Account id
  • Account currency
  • invoice number
  • Debit memo number
  • Payment amount
  • Payment currency
  • Payment status
  • Payment gateway
  • Payment gateway response code
  • Payment gateway response

How does a payment run work in Advanced Payment Manager?

When a payment run is executed, the Advanced Payment Manager feature completes the following steps:

  1. Collect all invoices that meet the specified criteria.
  2. Segment invoices by subscriptions.
  3. Process payments for subscriptions individually with the specified payment methods and payment gateways. 

When processing payments, Advanced Payment Manager will check the balance for each subscription. If the balance is negative or greater than the overall invoice balance, it will also check these two conditions:

  • The overall invoice balance is positive.
  • All subscriptions on the same invoice use the same payment method and payment gateway.

If both conditions are met, it will process the payment for the whole invoice. Otherwise, it will reject the payment for the invoice.

If Invoice Settlement is enabled on your tenant and you have selected to use unapplied payments and credit memos in payment runs, the order of processing payments is as below:

  1. Apply unapplied payments
  2. Apply unapplied credit memos
  3. Process payments for the remaining balance 

When processing payments, Advanced Payment Manager starts with invoices, and moves to debit memos only when all invoices have been processed.

For example, if you have two invoices ($100 each), a debit memo for $25, a credit memo for $30, and an unapplied payment for $15, Advanced Payment Manager will take the following steps to process the payments:

  1. Apply the $15 unapplied payment to the invoices.
  2. Apply the $30 credit memo to the invoices.
  3. Make a payment for the remaining balance of the invoices ($155).
  4. Make a payment for the debit memo ($25).

If Invoice Settlement is not enabled on your tenant and you have enabled the setting to use account credit balance, Advanced Payment Manager will apply the account credit balance before processing the payment.