Easily record and apply client payments in MediaOS—whether received online, by check, or processed externally.
Why Apply Payments in MediaOS? #
MediaOS provides flexible tools for managing payments, allowing you to track how funds are collected, apply payments across one or multiple invoices, and maintain accurate financial records. Whether payments are processed within the platform or received outside of it, MediaOS ensures everything stays linked to the appropriate account.
Manually Creating and Applying a Payment #
To manually apply a payment in MediaOS, start by navigating to the Account where the payment was received. Once inside the account, click the Accounting tab located above the activity feed. From there, click the +New button and select Payment from the dropdown menu to open the New Payment screen.
Begin by choosing the Payment Type. You’ll see several options depending on how the payment was collected. If you are charging a Credit Card on File or Bank Account on File, use these options only when you intend to charge the client’s saved payment method directly through your connected payment processor. If the payment was already collected outside of MediaOS, do not use these options—instead, select from Credit (Externally Processed), Cash, Check, or Other. When choosing Check or Credit (Externally Processed), be sure to enter the last four digits of the check or credit card in the Check No/Last Four of CC field for proper tracking.
After selecting the payment type, complete all required fields and enter the payment amount. Below the payment fields, you’ll see a list of open invoices tied to the account. Use the checkboxes to select the invoices to which you want to apply the payment. By default, MediaOS will attempt to apply the full amount of the payment to the first invoice you select. If the payment needs to be split across multiple invoices, you can manually adjust the allocation by entering specific values into the Amount Applied field for each invoice.
You also have the option to add notes related to the payment, which can be helpful for internal tracking or future reference. Once everything is completed and verified, click Save Payment to finalize the transaction.
Once all values are correct, click Save Payment to finalize.
Tip: Always double-check that the amount applied to each invoice matches the client’s intended distribution before saving.
Applying Unapplied Payments #
Occasionally, a payment may exist on an account but remain unapplied to an invoice. This can occur when a payment is logged before an invoice is created, or if the initial application was incomplete. When this happens, the payment will show an unapplied amount in the account’s payment history.
To resolve this, locate the payment and follow the steps outlined in the Applying Orphaned Payments guide to manually link it to the appropriate invoice.
