This article explains how to use the Multiple Payments feature to record multiple transactions at once, as well as manage prerequisites and common fields.
Navigation:
Main Menu → Clients → Client Info → Payments
Applies To: Enterprise, Plus, Basic
Overview
The Multiple Payments feature allows users to:
- Add multiple payment transactions for different Assignments simultaneously.
- Attribute payments to invoices and course sections as needed.
Prerequisites for Multiple Payments
The following settings must be configured:
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Branch Profile Settings:
- Balance Due Based On
- Default Fee Group
- Default Revenue Item
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Client Settings:
- Fee Group
If any setting is missing, a prompt will display, and the process will terminate.
How to Make Multiple Payments
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While viewing a Client Info record, go to Payments.
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Click the Add Multiple button.
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Step 1 - Payment Methods and Amounts:
- Assignments with a balance due will appear with the Amount Due.
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Select a Payment Method.
- A Process Payment toggle will be automatically enabled if a credit card payment method is selected. If this toggle is set to no, payment will not get processed through the gateway.
- Adjust Amount Paid fields as needed. Enter 0 for Assignments that should not be paid.
- Click Next to proceed to Step 2.
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Step 2 - Enter Payment Details:
- Based on the payment method, enter details such as Check Number, Card Number, Expire Date, and CVV Code.
- If the payer differs from the client, add payer information (e.g., First/Last Name, Company).
- Click Next to proceed to Step 3.
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Step 3 - Confirmation:
- Review entries for accuracy.
- Click Submit to process the payments or Cancel to close the form without recording transactions.
Key Notes
- Each transaction recorded through Multiple Payments has a unique Transaction Number.
- Credit card declines return users to Step 3 for corrections.
- Transactions are recorded separately, each with a unique Transaction Number.
- For credit card payments, the Payment Gateway processes all transactions as one group.
Conclusion:
By using the Multiple Payments feature, users can efficiently record multiple transactions, reducing manual effort and improving accuracy. For further assistance, refer to related articles or contact support.