Payments can be collected from both Global Admin, and the Public Event Site. Payments can be managed from the Company Record.
Global Admin
Go to Companies, search for the company, select them from the list, and then click on their Payment tab.
You can either
Enter the amount paid in the Order Payment column in the row that corresponds with the order the exhibitor is paying.
Or
Enter the total amount of the payment in the Over Payments Field. The system will them apply the payment to the orders when the statement is processed. (More on this below)
Then
Select the Payment Mode, the Payment Date (this does not have to be the day that you enter the payment, unless you are processing an Online Credit Card), Transaction # (Online Credit Card will automatically fill in this field with the transaction ID from the Processor), and then add some details about this payment (ex. 50% Payment, Deposit, Final Payment), then select save.
You can either
Enter the amount paid in the Order Payment column in the row that corresponds with the order the exhibitor is paying.
Or
Enter the total amount of the payment in the Over Payments Field. The system will them apply the payment to the orders when the statement is processed. (More on this below)
Then
Select the Payment Mode, the Payment Date (this does not have to be the day that you enter the payment, unless you are processing an Online Credit Card), Transaction # (Online Credit Card will automatically fill in this field with the transaction ID from the Processor), and then add some details about this payment (ex. 50% Payment, Deposit, Final Payment), then select save.
Online Credit Card Payments
When an online credit card payment has been made, a token is stored in the system which allows reusing the card number and/or refunding the payment.
To reuse an existing card, once you choose Online Credit Card as your Payment Mode, a dropdown will appear to select an existing card.
If the dropdown is empty, no card can be reused.
Please note that gateways other than AffiniPay revoke the credit card tokens after 6 months to a year and disallow card reuse after that period.
Public Event Site
Companies can log in and go to the My Account page to pay by Credit Card if you are using the Online Credit Cards feature. The amount is then distributed to their orders when the Statement is processed.
Statement Processing
If there is money that is in the Overpayments field, either from Public Event Site payments or Global Admin payments, the system will allocate the funds appropriately when you process the Statements.
Before you process statements for the first time, be sure to check the Payment Schedule, and Item Type Management. This will ensure that your Statements will have the correct payment dates, and that the Item priority matches your process. Then when you process the Statements, the system will allocate your Overpayments appropriately.
Before you process statements for the first time, be sure to check the Payment Schedule, and Item Type Management. This will ensure that your Statements will have the correct payment dates, and that the Item priority matches your process. Then when you process the Statements, the system will allocate your Overpayments appropriately.
Do not allocate negative amounts to Overpayment; but rather subtract the funds from Orders which have that amount in them, and then Process.
Ex.
BEFORE Statement is processed
AFTER Statement is processed
BEFORE Statement is processed
AFTER Statement is processed
Troubleshooting
Q: Not all orders show up on exhibitor's My Account page, or the invoicing is for a smaller amount than Payment Schedule suggests
A: In Financials, Settings, Item Types verify that the Item Priority is set to a number larger than 0. When Priority is 0, that signals that this item should not be invoiced.
Related Reports
Payment Summary Report
Financial Summary Report