Release Payments

Release Payments allows authorised users to search for any order to check payment and manually change its payment status to and from Approved/Failed. The system will automatically update the order's status based on the change. NOTE - A payment status cannot be changed if the order has been integrated. You can also use Release Payments to add a transaction note against a payment, e.g., receipt reference number. 

Features

• Check payment details for any placed order
• Approve or fail a payment (except when the order has been integrated)
• Enter a note against a payment, e.g., official receipt number
• Update the order based on changed payment status (unless order has been integrated)

When the Release Payments page is first loaded, orders placed in the last 72 hours with the following statuses are automatically listed:

• Held - orders placed on hold awaiting special payment release, e.g., payment type needs manual release or payment confirmation has not been received
• In progress - orders awaiting automated release 
• Failed - orders marked with a failed payment status 

Use the Search to find any order by receipt or invoice number regardless of payment status.

Use Cases

• Approve held bank transfer orders, e.g., EFT, BPay payments, when payments reach your bank account
• Approve or reject an order where payment has not been automatically updated by the system for any reason 
• Approve or reject a 'stuck' order - where payment may have been paid or cancelled, to update the order status accordingly. 
• Add a transaction reference number or other note to an order payment where that detail is missing.

Step-by-step guide

1. Enable Release Payments

1.  In the CMS, go to Settings → Settings → Feature Management → Payment & Checkout.
   
   
2. If not already enabled, toggle ON Release Payments. NOTE - If the toggle is unavailable, contact Commerce Vision.
   
   
   
3. Notice that in the main menu, Orders now displays the submenu Release Payments. 

2. Access the Release Payments screen

Once Release Payments is enabled for your site, you can access the 'Release Payments screen' to manually enter bank transaction or receipt details and Approve or Reject a payment.

1. In the main menu, navigate to Orders → Release Payments. 
   
   
2. In the 'Release Payments' screen, all orders paid via various payment types that have the incomplete Payment Status of 'In Progress' or 'On hold' are displayed.  
    
   
   

3. Search for an Order to Approve or Reject Payment

An order can be found by its 'Invoice Number'. In the Search tool, enter the Invoice Number and then click the Search button.

4. Approve an order's Payment

1. Find the order you want to approve and release payment by using the Search tool. 
   
   
2. To approve the payment, click the Approve button for the order. 
   
   
3. In the 'Approve Payment' box, enter any missing bank transaction details as required. You can enter the payment's 'Bank Authorisation' or 'Bank Receipt' reference details.  
   
4. To save entered reference details and continue with payment approval, click Confirm. A popup message confirms the payment status change was successful and in the Release Payments screen, notice the order's Payment Status has changed to 'Successful Authentication and Payment':
   

Approve Multiple Orders in One Go

To batch approve multiple orders that are in a page:
1. tick each box next to all orders you want to approve
2. click the Approve Payments button at the bottom of the screen
3. confirm you want to approve all selected orders. A popup message will confirm the success of your changes.   

5. Reject an order's Payment

1.  Find the order you want to reject payment for by using the Search tool. 
   
   
2. To reject the payment, click the Reject button for the order.
    
   
   
3. In the 'Reject Payments' box, click Confirm. 
   
   

4. If the rejection is successful, a popup message confirms that the status change is successful and in the Release Payments screen, the Payment Status for the order has changed to 'Failed':
    

   Reject Multiple Orders in One Go

   To batch reject multiple orders that are on a page:
   1. tick the box next to all orders you want to reject
   2. click the Reject Payments button at the bottom of the screen
   3. confirm you want to reject all selected orders. A popup message will confirm the success of your changes.    

Related help