Entering a Regular, Deposit or Refundable Payment

1.In the Payment Creation page, choose the type of payment.

a.Regular

b.Deposit: It is important to select Event Deposit if the payment is a deposit, as it will automatically complete any Deposit Required By actions and update the Deposit Received Upon date. Whether you choose Regular Payment or Event Deposit does not have any other effect on the payment.

c.Refundable: A refundable payment will be recorded as a payment, but will not be used as a payment when calculating unpaid charges.  It will create a record showing that a payment was made, but the payment amount will not appear in the financial summary. Refundable payment also cannot be allocated to any invoices.

d.To view examples of how to use the different invoice and payment types, see Invoice and Payment Sample Scenarios below.

2.Click Next.

1.Enter the amount of the Payment and the Receipt Date.

2.Choose a Payment Type from the drop-down list.

3.The Description will default to the name of the Event.  You can change the description, if you like.

4.The Company and Contact Information will automatically fill in with the Default Company and Contact for the event.  To change the company or contact, click the ellipsis beside the Company or Contact field to bring up the Find COMPANY/ CONTACT window and select a different company/contact.

5.If applicable, you can enter further information in the Payment Details, Credit Card Information and/or Check Information fields.  Note that this information is not encrypted, and local laws or company regulations may not permit you to record certain information such as credit card numbers.

6.If you created custom user fields for payments under Setup | User Fields | Payment In, they will appear under the User Fields tab.  Fill in the User Fields as applicable.   For more information about creating User Fields, refer to 14: User Fields.

7.Click Next.  The Payment Summary and Allocate Payment screen will appear next.

1.Review the Received From and Payment Summary fields to ensure the information is correct.  If it is not correct, click the Edit button in the upper right corner.  Make your changes in the Payment [Edit] window, and click Save to return to the payment.

2.In the bottom selection grid, there will be a list of invoices with a balance still owing.

a.The invoices that appear here depend on the type of payment you are making (event, attendee, exhibitor or accommodation), and your "Allow unrestricted payment allocation" system setting.

i.If the system setting is on (allowing unrestricted allocation), and you make a payment, you can allocate that payment to any type of invoice, so you will see all the invoices within the event in the selection grid, whether they are event, attendee, exhibitor or accommodation invoices.

ii.If the system setting is off (not allowing unrestricted allocation), you will only be able to allocate the payment to invoices of the same type.  For example, if you are making an attendee payment, you will only be able to allocate the payment to that attendee's invoice(s).

b.If you are making a Refundable Payment, remember that refundable payments cannot be allocated to any invoices.

3.If there is more than one invoice, the payment will automatically be applied to the invoices in the order of the Invoice Numbers.

4.If you want to manually allocate the payment to the invoices, click in the This Payment column of an invoice and type in the amount of payment you want to apply to the selected invoice.  Repeat to allocate the payment to as many invoices as you like.  If you do not want to apply any amount to a selected invoice, click in the This Payment field for the invoice and type in 0.  You do not need to allocate all of the payment at this moment.  If you later create more invoices for the event, you can re-allocate the payment.  As you allocate the payment, the Payment Summary fields above will recalculate to show you the Allocated and Un-allocated amounts.

1.Click Finish.  Click Yes in the Confirm box if you want to post the payment.

2.Click Yes in the next Confirm box if you want to print the receipt.

3.Note that if you return to view the invoices you paid, the amount you allocated to the invoice will appear in the Paid column under Totals.  The Invoice amount will be 0 (zero) if it is paid in full, or will show the amount owing.