How do I Record a Payment?

To record a payment for a Member, find the member and click on Manage Transactions you should be on the Make Payment tab. If not, click on the Make Payment tab. Enter the following fields:

Field Name	Format	Description
Payment Description	Text	Provide a description for the payment.
Payment Reason Type	Drop Down	Payment reason codes are set in Type Maintenance in Administration. Would allow you to analyse payment reasons if you so wished using Reporting.
Payment By	Drop Down	This is the form of Payment (e.g. Cash, Bank Transfer etc.). The exceptions are Allocate Credits and Allocate Overpayments, see links for handling Allocations.
Receipt Number	Text	You can enter your own receipt number (i.e. if you have already issued a receipt book receipt) to supplement the receipt Id that will be allocated by the system.
Total Amount	Currency	Enter the total payment amount
Pay O/S Invoice Balance	Button	An alternative to entering the Total Amount is to click this button. This will pre-fill the Total Amount with the sum of all the outstanding transactions on the member and will fill the payment amounts against each of the individual transactions. Note: it will ignore unallocated Credits and Over Payments.
Inc. a Service Fee	Currency	For Credit Card payment types only. If the total payment amount includes a Service Fee enter the Amount of the Service Fee here.
Payment Date	Date	Date the payment is recorded. You can backdate this date but you will receive a warning to accept if you backdate more than 3 days.
Email receipt to member	Checkbox	If checked, the receipt document will be automatically emailed to the receipt contact.
Receipt Contact	Drop Down	If there is more than one person on the Membership you will be given the option to select the person that should be recorded against the receipt. It defaults to the Accounting contact.
Payment Reference	Variable	Depending on the payment type selected you will have the opportunity to record the details of the payment method (cheque details etc.)

You now enter the amounts against the list of transactions on the screen below (and apply discounts where appropriate).

The following comparison is made when you click Pay to complete the transaction:

Total Amount Paid minus any amount put in the Service Fee Amount field = Sum of all of the individual payments

If the Total Amount Paid exceeds the amounts allocated to individual transactions you will receive a warning pop up. This pop up will allow you to:

• Cancel the update and correct where necessary
• Record the difference as an overpayment that can be allocated against later invoices
• Record the difference as a Donation (this will create the invoice and record the payment against it).

Recording a payment will also automatically create a Receipt history record.

You will now be taken to the Payment Enquiry screen that will show you the detail of the Payment made.