Save and post class payments
When to use this procedure
Follow the steps below to post payments for and save any current payments for classes.
Note: Use this procedure to post payments for classes without generating invoices for the classes. You can make one payment for one student and one class at a time using this procedure. To make one payment for one or more students and classes at one time, create schedule invoices and post the payments through the Open Account Payments module.
Example of use
The total due for classes is $334.46. The customer wants to pay $100.00 cash, write a check for $100.00, and charge the remaining balance to his Visa card. First, you enter 100.00 in the Pymt Amount box, select Cash* in the Pymt Method box, then add that payment to the grid. The Pymt Amount box now defaults to $234.46. Change this amount to 100.00, select Check in the Pymt Method box, enter the check number in the Pymt Reference box, then add that payment to the grid. The Pymt Amount box now defaults to $134.46 which you do not want to change. Select Visa/MC in the Pymt Method box and add that payment to the grid. The Balance remaining is now $0.00.
*Payment methods are payment categories set up with a number between 900 and 999 on the Payment Categories window. The payment methods you see here may differ from those available to you.
Steps to complete
- On the Modules menu, point to Scheduling and click Make Schedule Payment. The Pick Customer window displays.
- Select a customer. If the Select Student window displays, select a student for which you want to make a payment. If the Select Class window displays, select the class for which you want to make a payment. The Scheduling Payment window displays.
- If necessary, verify and update the store location, date, and posting date in the Store Loc, Date, and P. Date boxes.
- Enter the amount the customer is paying in the Amount To Pay box.
- Click Save. The Enter Payments window displays.
If the customer is applying a credit toward the total amount, complete steps 6-8 below. Otherwise, skip to step 9.
- Select Apply a Credit. The Select an Invoice window displays. Highlight the invoice credit you want to apply and click Select. The Enter Payments window redisplays and the Amt to Apply box defaults to the credit amount available from the selected invoice.
- If necessary, change the value in the Amt to Apply box. The difference between the original invoice credit and the amount being applied will be the new credit amount available for that invoice.
- Click Add.
Hint: You can also press Enter on your keyboard to add the credit to the Payment grid.
If additional payments are necessary to reach the balance due amount, complete the following steps.
- In the Pymt Amount box, enter the amount the customer is paying toward the total using one payment method. For example, if the total is $2,221.34 and the customer is paying the entire amount by credit card, do not change the value in this box. However, if the customer has a $50 gift certificate that he or she is applying to the total amount, change this value to $50.
- Select the appropriate payment method in the Pymt Method box, such as gift certificate, check, or cash. This is the payment method used for the amount in the Pymt Amount box.
- Enter a reference number, if applicable, in the Pymt Reference box. Typically you would enter a check number, gift certificate number, or similar in this box.
- Click Add.
Hint: You can also press Enter on your keyboard to add the payment to the Payment grid.
- Repeat steps 6-8 and 9-12 as necessary to reach a zero dollar balance value.
- Click Post. The Select Output Destination window displays.
The transaction is saved and all necessary files are updated. If, at this point, changes must be made to the transaction(s), you must do so by reversing the transaction(s). - Select your desired output destination and the desired number of copies and click OK. The receipt is sent to a printer, email address(es), print preview, or file location depending on your output selection.
