Payments

A payment is any type of donation or credit to an account. Payments are applied towards existing pledges. If the pledge was not previously created, the payment and pledge can be entered simultaneously. Although payments can be entered without applying them to a specific pledge this is not advisable.

Entering Payments:

1. Open the account to which you would like to add a payment.
2. Click on the 'Payments' expander 
3. Right click and select new..., OR click on the new button and the payment screen will show up.

Entering Payment Information:

• Payment date (default is today's date). This is not the check date; it is the date the account was credited.
• Amount
• Method:
  • Cash - will not activate any fields
  • Check - will activate check information fields. Enter the check date and check number (If this check was scanned, entering the scan number and pressing 'Fill' will complete the fields automatically).
  • Credit Card - will activate CC information fields

Click on the drop down to open the box with Credit Cards set up in the system. Select the credit card number to bill. If the number is not listed, click on the ellipses button (...), press 'Edit Card' and then 'Add New'. Enter the New Card Information: Fill in the card number, expiration month and year. If required fill in the security code in CVV2.

• Yellow indicates missing info. 
• Red indicates incorrect info.

If the card was already charged enter the date it was charged, the authorization number and check Billed, to indicate that it was already charged.

Credit cards are automatically billed if the payment method is set to Instant Bill with a billing method selected. The authorization # will be filled out and 'billed' would be checked automatically if the payment is approved.

Non-Cash - used for exchanges and non-cash donations. For example, donations of items or time to the organization.

• Deposit Amount – automatically gets filled in, it is the same as the Amount that was entered.

Note: Deposit amount and Amount can differ when a payment is edited. Ex: if a check is voided the deposit amount will be whatever was originally entered, and the Amount will be changed to $0.00.

• Batch Deposit – choose the batch name that the payment is going to be part of. Before payments are entered it is important to make sure that the batch name that the payment will be part of is created already so that you will be able to select it from the drop down list.

Entering Receipt Information:

Note: It is important that this information be entered in order for the program to be able to send a receipt.

1. Cumulative - This should be selected if this account will be receiving a single receipt for multiple payments.
2. Tax Deductible – the amount of the payment gets filled in automatically. It is the amount of the payment that is tax deductible. (It could be the total amount of the payment or it can be changed to the amount of the payment that will be tax deductible. If the payment is not tax deductible the amount entered should be removed)
3. To Print- This option will automatically be checked. If you do not want to send a Receipt, deselect this option.
4. Letter code - select the letter they should receive for this payment.
5. Choose to send the receipt via MAIL or EMAIL.
6. Letter address - select the address the receipt should go to if the receipt is being sent via Mail. If this is not filled in, it will go to the default address.

• If your organization sends receipts via email, select Email from the To Print drop down. The Email To option will by auto-select the default email. If relevant, select a different email for the invoice to be sent to. Emailing Receipts are run through our Automated Report Service/Advisor.

Apply Payment to Pledge

1. Select the pledge(s) the payment should be applied to by checking off the appropriate pledge(s) in the grid.
2. If the payment is more than the pledge, and you would like to up the pledge to match the payment amount fill in the full amount under payment. When you click OK you will be prompted if you would like to up the pledge to the amount entered.
3. If they have a pledge but there is nothing currently due (i.e. they have a billing plan and are pre- paying or there is no billing plan at all), enter the amount of the payment under payment by the appropriate pledge and it will automatically be applied.
4. If the payment amount is less than the pledge and you would like to reduce the pledge, right click on the pledge and click reduce bill by and fill in the amount you would like to reduce it by. (Automatically fills in the amount due minus the payment amount.)

• View All Button - allows you to view all the pledges on the account, even those that have been paid in full. Note: If the pledge was paid in full, payments can’t be applied to those pledges.
• Apply To - allows you to apply the payment to another account's pledges. This is done by:
  1. Clicking the Apply To button
  2. Choosing the Account to apply the payment to from the Account search screen that popped up
  3. Any open pledges from the account opened will appear in the pledges grid, and will appear in yellow so that you know the pledge is being taken from another account
  4. Select the desired pledge to apply the payment to.

Note: The receipt for this payment will be sent to the Account that paid for the pledge not the Account that made the pledge

• Notes - general notes about the payment

Creating a pledge upon payment:

If there was no pledge created previously, you can create the pledge along with the payment so that you will have a pledge to apply the payment to. The following steps show how to create a pledge upon payment:

In the new pledge area on the payment screen

1. Select the occasion from the drop down.

• In the Quick Payment screen, all inactive occasions will not display in the dropdown list.
• Flag prompt - if checked, you will be prompted to choose associations to link to the pledge (Options will include associations that are applied on pledges and are linked to the particular occasion that you chose.)
• The dollar amount will be filled in automatically from the payment amount entered. It can be changed to the amount that the pledge should be for, even if this amount will differ from the payment amount.

    2. Click Create to create the pledge. Once the pledge is created, it will appear in the pledge grid checked as the pledge to apply the payment to.

• The hammer sets the selected Occasion as your default, so that you don't have to keep selecting it from the drop down each time if payments for a particular occasion keep coming in, and the pledges for those payments haven’t been created yet.
• If the occasion selected at scan time does not match the selected occasion, the occasion will appear in red.
• If the account already has a pledge for the selected occasion, the occasion will appear highlighted.

Note: You can apply a payment to multiple pledges by checking off the pledges that the payment is going to be applied to. You can also put in the amount of the payment that is going to be applied to a particular pledge in the payment field of that pledge in the pledge grid.

Processing the payment:

Clicking Apply will save the payment and keep you on the screen. Clicking OK will save the payment and exit from the payment screen.

Note: When the ‘Apply’ button is clicked, the associations button becomes active. This allows the payment to be linked to an association.

Scheduling Payments:

You can set up a payment plan for automatic payments or head-checks.

This feature is generally used for postdated checks, advance payment, and credit card billing.

1. Right click on the outstanding pledge, and select 'Schedule Payments'.

The 'Payment Plan Creator' will open with the installment schedule listed.

• To create a payment plan for multiple pledges: Click 'Select Pledges', select the pledges to include and press 'Load Plan'.

    2. Select the type of payment, letter type, and credit card number if applicable.

• If the payment method of check is selected, clicking on the '123' button will allow you to Autofill the check numbers. Type the first check number and press OK.
• Any future scheduled credit card charges will not be auto-charged. When the credit card payment reaches the scheduled date, Admire will alert that there are charges to bill. The cards are then available to be charged in the Financials > Credit Card Billing screen. Credit Card Billing
• In addition to scheduled payments, any credit card payments through today's date will be charged if a credit card is selected and the payment method is set to Instant Bill.

1. You can modify individual payment dates, amount and payment method. Be sure the total payment amount will match the total pledge amount.
2. Click 'Create Plan...' to save and close the window