Adding a Billing Payment

Applies To:    Enterprise    Plus     Basic

Note:  The following steps are used only for the Course Payment Method and not for the Invoice A or Invoice B payment methods.

To Add a Billing Payment to a Single Registration
After a registration has been saved, follow these steps to add a payment to a single registration.

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.
3. Click the dollar $ (or Euro € symbol) to the right in the same row for the course registration or existing payment.  If from the Payment screen, and there are no existing payments for the registration, then click the New button to the upper right.
4. The popup payment screen will display and default to Course tab with the Course Code selected.  If the Course Code field is blank, enter or select the Course Code desired.
5. Go to the Transaction tab.
6. Select the Payment Type = Bill.  Note Payment Type display is a user defined option.  If Bill is not available, the option has been disabled and not available for selection. (Required)
7. Select the Revenue Item.  If set, this field will contain 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. 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 Company and/or Contact Person who is making the payment.  If Company, the address is optional.  When printing an invoice and the address is blank, the address from the Company’s main record is used.
14. Enter other Payer fields as desired or required.
15. Click OK to save the transaction or Cancel to close and not save the transaction.

To Add a Billing Payment to a Multiple Registrations
Once a registration has been saved, follow these steps to add payments to multiple registrations 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 that have a Balance Due will appear in the list along with the Amount Due for the Assignment.  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 = Bill.  Note Payment Type display is a user defined option.  If Bill is not available, the option has been disabled and not available for selection. (Required)
5. Payer Fields:  First/Last Name:  Enter name of Payer or card holder if different than Client, or is contact person for Company.   Company:  Select a company from list if company is the Payer.
6. Amount Due:  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  ayments 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 for the Assignment.
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:  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.  No 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.  This 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:  A successful prompt will appear and the window will close.  All transactions will record separately.