Next to Add Payment Receipt, click Go, or, from the Add new list, select new payment receipt. The Payment Receipt Entry page appears.
If payment if from an individual organization that is a parent or peer of the current member, click add payment.
Paying Member
If you initiated the receipt from a search results or member detail page, this lists the member associated with the selected transaction. If the member has a parent or peers, a dropdown list shows these. To change assignment of the receipt to one of these, select the appropriate member from the list.
If the field is blank, begin typing the appropriate last name or organization name. As you type, the system searches for matches, which appear in a dropdown list from which you can make the appropriate selection. If no list appears, continue entering the name.
If you initiated the receipt from an invoice page, this contains the total open amount remaining for the selected invoice. Otherwise, it is blank. If needed, change this to the full amount to be applied to the selected GL Account.
Payment Date
The default payment date is today. If needed, change this to the actual date the payment was received (click the calendar icon for a popup helper). This date is for record-keeping purposes only.
GL Account
Choose the general ledger account for deposit of the payment. If there is only one account, the field defaults to that account. If the appropriate account is not shown, you must create it before recording the payment (see viewing and adding general ledger accounts).
NOTE: You can select only one GL account per receipt. To allocate a receipt to more than one account, create a separate receipt for each account.
Once you select a GL account, any additional receipts you add during the session default to that account; however, you can change this for any payment record.
Classification
Select the appropriate classification for the receipt. For more information, see Accounting classifications.
PO Number
Enter any available purchase order number associated with the payment.
Description
Optionally, add any related notes for tracking and reference. For example, if the payment was received for a particular event, enter the name of the event.
Payment Method
The system remembers any payment method selected earlier in the current session. Choose the appropriate method (Cash, Check, Credit Card) for the current payment. (Also see applying open payments/credits.)
Additional receipt fields
Click to record the payment or, click to record the current payment and begin entry of a different receipt.
You can also the record, which abandons the transaction, or all fields and start over.
NOTE: If you save a payment receipt without allocating the total Payment Amount entered, the system leaves the remaining open amount in the Paying Member's account, without allocating it to a specific invoice and a reminder prompt appears. For example, this would happen if you make an error in allocation or if a member over pays, either by paying in advance or in error.
For each payment method, the system completes the receipt form with the appropriate Additional receipt fields.
If the payment has been deposited in your organization's bank, select Deposited. Then, enter the actual Deposited Date in the field that appears (click the calendar icon from a popup helper).
NOTE: If you do not select Deposited, the system records the amount in the General Undeposited Funds account (see Accounting classifications) until you record the actual deposit. For more details, see Deposits.
Check Number
Record the actual check number.
Check Date
By default this is today. If needed change it to the actual check date (click the calendar icon for a popup helper).
Account Number
Enter the bank account number shown on the bottom of the check.
Routing Number
Enter the routing number shown on the bottom of the check.
PO Number
Enter any applicable purchase order number.
Deposited
Select only if the check has already been deposited. Once selected, enter the actual Deposited Date (default value is today).
In addition to specific fields related to credit cards, selection of this payment provides options that allow for processing the charge in real-time or saving the credit card information for later use.
Card Type
Select the type of credit card used for the payment.
Name on the Card
Enter the full name of the cardholder, exactly as it appears on the card.
Credit Card Number
Enter the complete credit card number, exactly as it appears on the card, Double-check the entry for accuracy.
Credit Card Code
Enter the CVV number for the card (the 3-digit or 4-digit number shown on the back of the card). While not always required, supplying the CVV number when authorizing the actual change helps obtain a lower processing rate for the card transaction.
Expiration Date
Select the month and year the card expires.
Billing Address
Enter the complete billing address for the card holder, as applicable to the credit card used.
Authorize?
To process the charge now, as well as create a receipt, select Charge this card now.
To save the card information, select Save this information without charging the card.
NOTE: If you Charge this card now, authorizing the credit transaction, the credit card is charged for the Payment Amount. Once this is done, should you need to void or refund the payment, you must use the Plug'n Pay account connected to your Affiniscape Merchant Solutions account.
Merchant Account
If you Charge this card now, select the appropriate merchant account for transaction authorization. For details, see Managing payment gateways.