This is the logic for how the system decides which orders to apply payments to in cases where a payment is added, but its orders are not explicitly specified on the company Payments screen.
Some examples of when this might happen:
- A payment is made on the public site by the exhibitor or sponsor
- An order that was partially or fully paid is voided
- There are funds in overpayment and the statements are Processed.
- A discount or any other negative order is added
The following criteria are applied to determine where any funds are disbursed.
1. Item Type Priority
In Item Type Management the Priority field specifies the payment priority on a scale of 1-25, highest first. (Note: item types with priority 0 will never be paid off, so its use is not recommended in most cases).
2. Item Priority
In rare cases where it's important to prioritize some specific Items within given type, Financial Management allows setting priority for individual Items within the Type.
3. Order age
Within the same Item Type / Item the oldest orders will be paid first.
The orders are paid off up to the current percentage as specified by the Payment Schedule. If excess funds remain, orders are paid off in the same order up to the next percentage in Payment Schedule, and so forth, until all orders are paid in full. If there are no orders against which there is balance due, the excess will be stored as an Overpayment.
The screenshot below shows a collection of orders, currently invoiced at 10%
For the purpose of this example let's assume Sponsorship is priority 15, Booth Space is priority 10, and Corner is priority 5
Payment schedule has 10% now, then 50%, and finally 100%
An exhibitor pays $200 on the public site:
- Sponsorships are paid off first, up to 10%, totalling $150
- Booths begin to be paid off.
- Order #3733, as the oldest Booth Space, is paid up to 10%, $30. Subtotal is now 180. meaning only $20 is left
- The next order is #3736, and remaining $20 are associated with it.
- If another payment is made within the same payment period, order #3736 will be filled up to 10% first, and so forth.
Starting with the same set of orders, a payment of $3000 is entered into the Overpayment field in GlobalAdmin, and the system determines the disbursement of payments.
First, the system will use the first $280 of the funds to pay each sponsorship (in order added, oldest first) up to 10%, then do the same to all Booth Space (also in order added), and finally the premium.
Then, each order will be paid off again in the same order, this time up to 50%, adding up to $1400
Finally, a third pass will fill each of the orders up to 100%., totaling $2800
The remaining $200 remains in Overpayment, available for the next purchase.