Add Fundraising Payment

Modules>Fundraising>Packages>Payments>Add Payment

Payments are received from Customers and applied to an order or open invoice. You can also use Add Payments to apply an existing credit to an open order or invoice.

Adding a Fundraising Payment consists of the following tasks. There is a form for each task.

  • Add Payment
  • Apply Payment

To add a Payment, use the following steps:

  1. Go to Modules>Fundraising>More...>Find Payment>Add Payments. The Add Payment page opens.
  2. Search for the invoice which will have the payment applied to it by entering information in one of the following search fields:
    • invoice number
    • po number
    • customer name

As you enter information in the search field, a pop-up window with a list of invoices with matching information appears. As you continue to add characters in the search field, invoices which no longer match the information in the search field are eliminated from the list.

Entering information in a search field then clicking the Look Up button opens a List - Invoices page. The invoices on this page match the information entered in the search field.

  1. Select an invoice:
    • From the pop-up window: Click on the invoice to which the payment will be applied.
    • From the List - Invoices Page: Click the arrow next to the invoice to which the payment will be applied.

The invoice you selected and all of the line items on that invoice are now displayed in Line Items to Pay window.

  1. The payment amount defaults to the full amount of the invoice. To edit the payment amount, deselect the auto default checkbox.
  2. The payment is automatically distributed among the invoice line items. To edit the amount(s) in the payment to apply column, deselect the auto distribute payment checkbox.
  3. Fill in the following fields found at the bottom of the page:
    4. Field Name Required? Description
    source code No Enter a related source code. (optional)
    media code No

    Select a related media code. (optional)
    paid by No Auto-fills with the name of the constituent who received the invoice. If another constituent made the payment, use this field to search for their name. (optional)
  1. Click Next > The Apply Payment form opens.

To apply a Payment, use the following steps:

The Apply Payment form collects information about which batch the payment is included in and the payment method. The form also displays information entered on the Select Invoices form.

  1. Fill in the following fields:
    2. Field Name Required? Description
    confirmation No To send payment confirmation to the constituent, select one or more checkboxes.
    bcc confirmation email No Available only when the send by email confirmation checkbox is selected. To bcc another recipient, enter their email address.
    batch Yes You may either select an existing batch from the dropdown menu or click the Add button to add a new batch to the database.
    payment method Yes Select the payment method from the dropdown menu.
    notes No Use this field to record notes about the payment.
  1. The right side of the Apply Payment form fills with fields based on the payment method chosen, e.g., credit card, check or cash. Fill in the following fields for each type of payment method:

    2. Credit Card

    Field Name Required? Description
    cardholder's name Yes Enter the cardholder's name as it appears on the credit card.
    cc number Yes Enter the credit card number.
    expiration date Yes Enter the expiration date shown on the credit card.
    CVV No Enter the card verification value (CVV) from the credit card.
    cc/ check street No This field automatically fills with information from the Constituent Profile. You may edit this information.
    cc/ check city No This field automatically fills with information from the Constituent Profile. You may edit this information.
    cc/ check state & zip code No This field automatically fills with information from the Constituent Profile. You may edit this information.
    cc/ check email No This field automatically fills with information from the Constituent Profile. You may edit this information.

    Check

    Field Name Required? Description
    name on check No Enter the name which appears on the check.
    check number Yes Enter the number of the check.

    Cash

    Field Name Required? Description
    reference number No You may record a reference number here.
  1. Click Save & Finish.