Entering a New Payment

When you click the Make Payment branch of the Event Registration Page Tree, Advance navigates you to the Event Payment Profile Payment (New) Application and displays the Payment Detail Form. Details associated with the current registration default in the form fields.

If payment information is not entered on the Registration Detail Form at the time the registration is entered, you may do so via the Event Registration Profile.

To enter a payment:

Click the 'Make a Payment' link on the Event Registration Page Tree or click Go To on the Main Menu, select "Event Payments (New)" (Application ID 90437, EPNEW), enter an Entity ID and click .
The Payment (New) application displays. By default, any information associated with the registration being paid is entered in the fields by the system. Make any corrections and/or additions on the Payment Detail form
Click Save on the form header to save the information.
The Payment Transactions Form will display.
If there are additional transactions for this payment, you may enter them, e.g., a gift accompanies the registration fee. Click 'New' for each new transaction. Save each transaction after you enter the information.
When you have finished the transaction(s) associated with the payment, click 'Post Payment' on the form header.
Enter the information about the transaction, Save your changes and click 'Post Payment' to process the information.
If there are errors on the form, an error message will display at the top of the form indicating the nature of the error. If the posting was successful, an information dialog will display.
If there are multiple parts to the transaction, e.g., a gift which was included with the registration, click 'New' to enter a new row for this transaction.
The Actions menu allows you to Sort the transaction list, Delete the selected row, or display Select Unpaid Registrations.
If a transaction was modified or reversed, the 'Show History' link will be active. When you click the link, the Transaction History Form displays the audit trail.

Note: To make a payment, use the following three forms:

Make a payment
Payment details and
Payment transaction

Note: Post each payment individually as there is no ‘bulk’ payment processing

Fields on the Payment Detail form include:

Paid By ID	Records the Bio ID of the profile making the payment. When you enter the ID, the profile’s name appears as a hyperlink to their profile. Required
Pay Date	Records the date on which the payment was made. By default, this date will display the current date. This date is entered using the MM/DD/YYYY format. Required
Pay Type	Indicates the method of payment for the registration, e.g., cash, check, charge. Additional fields appear, depending on the payment type you select. Values in this drop-down list are validated against the Payment Type table (tms_payment_type, DT). Required
Amount	Records the total amount being paid for the registration. Required
Check Number	Records the number of the check used for payment. This field appears when Check is the selected payment type. PO Number Records the number of the purchase order used for payment. This field appears when PO is the selected payment type.
Cr Card	Records the type of charge card used for payment. This field appears when credit card is the selected payment type.
Approval	Records the approval code for the charge card used for payment. This field appears when American Express, MasterCard, or Visa is the selected payment type. Information entered in this field will not display after it is saved. This is a data security feature in Events and is normal application functionality.
Note	This free text field allows you to enter up to 255 characters of additional payment information.

If System Option 250 (Batching in Financial Transactions) is set to Y and you have not previously selected an event batch to which the payment is associated, the "Select as Current Event Batch" form will display. Select a batch and click OK.

Fields on the Payment Transactions Form include:

Amount	The amount of the transaction being recorded. Required
Transaction	Indicates what kind of payment is being recorded. You can select a transaction type from the drop-down list. Values in this drop-down list are validated against the Transaction Type table (tms_transaction_type, FD). Required
Account	Records the account to which the money should be applied. This field defaults to the account number specified for the event. Values in this drop-down list are validated against the Event Account table (tms_event_account, EV80). Required
Event or Registration	The Event ID or Registration ID for this transaction. If you do not know the ID, press F2 to invoke the context-sensitive lookup to locate the ID.
Transaction Date	Indicates the date the payment was received. This date will default to the current day’s date. Required
Change Reason	If the transaction is a modification, this drop-down list will allow you to identify the reason for modification. Values in this drop-down list are validated against the Event Payment Change table (tms_event_payment_change, EV84).

The totals line at the bottom of the Payment Transaction form displays the total payments made toward the registration, the balance due on the registration and any credits, refunds and gifts made on the registration.

If the payment is given toward a registration that is not for the Paid By ID, select Pay 3rd Party Reg. as the transaction type to make a 3rd party payment.

You may also access Payment (New) by using one of the following methods:

There are "New Payment" links in the page trees of both the Registration Profile and the Event Batch Control Profile that will take you to the Payment (New) form to enter a new payment record. The path from the Registration profile will inherit the context of the Registration ID for a default transaction record.
Additionally, when viewing an Event’s Payment list, the form will have a 'New' command that will also invoke the Registration Profile. This path will inherit the context of the Event ID.
A new payment can also be created when viewing an existing payment detail in the Payment Profile and selecting the 'New' command.
To find the entity overview for a person who is making the payment, expand the ‘events nav’ tree, and then click the ‘Financials’ link.

Access to the Payment Profile:

To view an existing registration payment transaction and the associated payment detail, click the ellipsis button of the Payment list applications in the Registration Profile or the Event Profile.
To view existing Payments and their associated transactions (whether they include payment registration transactions or not) can be accomplished by clicking the ellipsis button on the Payment list application in the Entity Profile Event branch.