Adding a Cash, Check or Credit Card Payment

Applies To:    Enterprise    Plus     Basic

Note:  Where referenced in the following steps, Invoice refers to the Client Invoice for Invoice A or Invoice B  Payment Methods.

To Add a Cash, Check or Credit Card Payment to a Single Registration or Invoice
Once a registration has been saved, follow these steps to add a payment to a single registration or invoice.

1. From the Client view mode, go to the Registration tab.
2. The default select will be Assignment but you can also select Payment.  Note that if the Session filter is not "All", only Assignments and Payments that match the session filter will currently be displayed.  For Invoice A and Invoice B payment methods, the option to take a payment from Client Invoice is also available.
3. Click the dollar $ (or Euro € symbol) to the right in the same row for the Assignment or existing payment.  If from the Payment page, and there are no existing payments for the registration, then click the New button to the upper right.  From the Client Invoice page, select the Add Payment option from the Go To list.
4. The popup payment screen will display and default to Course tab with the Course Code selected or the Invoice Tab with the selected Invoice Number.  If the field is blank, enter or select the Course Code / Invoice Number desired.
5. Go to the Transaction tab.
6. Select the Payment Type:  Cash, Check Money Order, or credit card name for the payment.  Note Payment Type display is a user defined option.  Some options may be disabled and not available for selection. (Required)
7. Select the Revenue Item.  If set, this field will contain to the default Revenue Item set in the Branch Profile. (Required)
8. Enter the Amount of the payment.  If set to display the balance due in the Branch profile, the default value will be the balance due for this course registration.  Otherwise, the default value will be zero.  If a discount transaction will also be entered, the Amount should be reduced by the amount of the discount that will be added later.
9. Enter any other fields required or expected by your organization.  Note that if you use the Main Menu >> Accounting >> Deposit feature, leave the Deposit Date field blank.
10. The Facility field is used to determine which Facility this transaction will display under on a deposit report.
11. If the payment is from a person other than the registrant, go to the Payer/Billing tab.
12. Select the Receipt To value to determine if the receipt is made out to the Client or the Payer.
13. Enter the Contact Person who is making the payment.
14. Click OK to save the transaction or Cancel to close and not save the transaction.

To Add a Cash, Check or Credit Card Payment to Multiple Registrations or Invoices
Once a registration has been saved, follow these steps to add payments to multiple registrations or invoices for the same client.

1. From the Client view mode, go to the Registration tab and select Payments.

2. In the upper right corner of the Payment list click the "Multiple" button.

3. Step 1 of the Multiple Payments popup window will appear.

   • All Client Assignments or Invoices that have a Balance Due will appear in the list along with the Amount Due.  If the Client does not have any balances due, a prompt will appear and the popup window will close.

4. Payment Type Fields:

   • Select the Payment Type:  Cash, Check Money Order, or credit card name for the payment.  Note Payment Type display is a user defined option.  Some options may be disabled and not available for selection. (Required)

   • Check Num: Enter a check number.  Optional field.

   • Card Num, Expires, CVV Code:  Credit Card fields.  Required fields if processing the credit card payment online.  Optional fields if not processing the credit card payment online.  See #11 below for details about electronic credit card processing.

5. Payer Fields:

   • First/Last Name:  Enter name of Payee or card holder if different than Client, or is contact person for Company.

   • Company:  Select company from list if company is the Payee.

6. Amount Due:

   • Payment Methods Invoice A or Invoice B:  The Balance Due will be the total amount due for the Client Invoice.

   • Course Payment Method:

     • If the Branch Profile setting for Balance Due Method is set to Unmatched, the Amount Due will be the total amount of fees Included In Balance less any previous payments.

     • If the Branch Profile setting for Balance Due Method is set to Matched1 or Matched2, the Amount Due will be itemized per each Revenue Item that is Included In Balance less any previous payments matching that same Revenue Item.

   • The Amount Due always reflects any previous payments made.  When there are no previous payments, the Amount Due will reflect the entire Amount Due.

7. Amount Paid:

   • The default Amount Paid will default to the Amount Due.

   • Modify any Amount Paid fields as desired.  If you do not want a payment to take place for an Assignment, enter a zero.  Amount Paid fields cannot be blank.

   • Payments cannot be negative numbers, greater than the Amount Due, or sum to a total greater than the Total Amount Due.

8. Discounts:

   • Payment Methods Invoice A or Invoice B:  Discounts are handled through Invoices, not through Payments.

   • Course Payment Method:

     • If a Course Section has an active Promo Code or Early Registration discount, the discount will appear in a row immediately after the row containing the Revenue Type matching the Default Revenue Type as set in the Branch Profile settings.  The amount of the discount will match the discount as set in the Course Section.

     • If a Course Section has an active Promo Code and Early Registration discount, the Promo Code discount will display and the Early Registration will not.  This follows the same pattern as set in the Web Registration.

     • The Amount Paid for the default Revenue Item will reflect the Amount Due less the amount of the discount.

     • You can leave the Amount Paid for the discount or modify the discount.  The discount can be set to zero.

     • If you reduce a discount, be sure to increase the Amount Due for the matching Revenue Item for the same Assignment.

9. Step 1 Buttons:

   • Next:  Click to continue to the Step 2 - Confirmation screen.  No payments will record at this time.

   • Cancel:  Click to cancel the process and close the form.  Not payments will record.

   • Help:  Click to open the Support Center knowledgebase page in a new window.

10. Step 2 of the Multiple Payments popup window will appear.

    • The is the confirmation screen.  Review all entries for accuracy.

    • If modifications are desired, click the Back button to return to Step 1.  Modify fields as desired.

    • If all fields are accurate, click Submit to process the payments.

    • Cancel button:  Click to cancel the process and close the form.  Not payments will record.

    • Help button:  Click to open the Support Center knowledgebase page in a new window.

11. Step 3 - Processing:

    • If the Payment Type is a credit card, credit card processing is enabled, and a Payment Gateway is enabled, all the transaction will process as one transaction through the Payment gateway.

      • If the credit card declined, a prompt will appear and you will return back to Step 2.

      • If the credit card is approved, a successful prompt will appear and the window will close.  All transactions will record separately but the same Payment Gateway reply fields such as authorization code will be saved with each transaction record. 

    • If the Payment Type is not a credit card, credit card processing is not enabled, a Payment Gateway is not enabled, or the Payment Gateway is set to "In House", a successful prompt will appear and the window will close.  All transactions will record separately.

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