Understanding Payments & Deposits An ACEware Presentation

Our agenda Payments start with fees Making payments Managing payments for groups Payment plans Invoices Canceling/Transfers/Refunds/Escrow Oops! Payment Errors Payments & Deposit Reports

Payments start with fees

Don’t Forget: there is a “Deposit” option (for ACEweb)

Save yourself some work... Make sure the Balance Due is correct, before accepting payments

Registration Options... Paid By Field – who paid for registration (F, P, O ) ? “Billing Only” registration (contract programs) Adding On-the-fly Adjustments Pick from dropdown ALT+4 = WYWTCI (whatever you want to call it..) Grouping Registrations Together One person many courses One course, many people Many people, many courses

Making payments

Confirm the Payment Amount, specify a Payment Type and add additional information. Don’t forget notes for anything out of the ordinary

Making a partial payment? Change the Payment Amount

Is the firm paying? Clicking “Paid by Firm” will make the firm specified on the student’s name screen the payor Or... you can search for a third party firm or name

Honorable Mention Fields Additional notes – sometimes the devil is in the details

Honorable mention fields Clone Pay Detail The Clone Pay Detail button will copy the information on the current payment, allowing you to paste the check or credit card number and the payer name from the last payment record into the appropriate fields on the new Payment record. NOTE: Student Manager automagically saves the pay info from the last payment. You use the “Clone Pay Detail” button on the new payment screen.

Don’t get tripped up! If you are making an additional payment (previous payments exist) you must click the Add button first!

Rules of the road..and tips! You CANNOT edit Pay Amount or Receipt # You CAN edit the Pay Date (date payment is logged in) Reset Billing ( add a pay plan.. On a Web “Billing”) Can create 9 user defined pay types ( pay preferences) Can set a default preference on “Billing Date” (Preferences) You have pay notes and User Defined fields. Tab behavior takes you where you need to go In pay type, typing first letter of paytype takes you there ie: C=Cash, CH= Check, B = Billing, D = Discover, etc.

Managing payments for groups

Grouped Registrations If registrations are grouped, you can make a single payment which will be distributed across the group When a group has a balance due, select one registration from the group and move to the Payments screen If paying the full amount, continue through the payment process as if it were for a single registration

Partial Group Payments Making a partial group payment? You will be ask how to distribute the payment between the grouped registrations

Partial Group Payment Options applies full amount to current registration allows you to specify how much to apply to each registration applies an equal amount to each registration applies percentage of payment to each registration ProportionalEqually Current RegSpecify

Partial Group Payments A single payment on a group registration will result in an individual payment record for each member of the group The payments will share the same receipt number

Group Pay: Notes/Tips/Caveats If you anticipate multiple payments on a group? (>2) HIGHLY suggest using “Specify” option ( “Pay Off” one reg at a time, this avoids fractional payments)

Group Pay: Notes/Tips/Caveats Course Packaging Module If you have packaging, AND you anticipate multiple payments (grant, scholarship, multi payers), then use Package type 1 v.s. Package type 2 (Lets you have ONE place where all fees/payments are referenced)

Payment plans

Setting a Payment Plan Select the Pay Type “Billing” which opens the Payment Plan option

Specify the number of payments and due dates NOTE: You may edit the days and Amounts.. To make them “even” or on a clearer “Schedule”

It will create a separate “Billing” for each installment.

The Student CANNOT “make” a billing plan Staff needs to: 1) Void OR Delete original web billing 2) Then add a NEW Billing pay type and pick “Billing Plan” What about Billing Plans from the Web ??

Invoicing

Establish a billing record

Run Invoices

Why Assign Invoice at Billing When the customer wants an invoice and not a receipt, but they are paying immediately When the check arrives before the invoice is created When your office manager insists that every payment has a corresponding invoice

Reinvigorate an Invoice After an invoice is printed and the invoice # is assigned Reinvigorate generates a new invoice with the same # and the new amount THANK YOU MATTHEW!

When an invoice is too wrong to fix

Webinar Archive / Optional Modules You’ve earned it, now let’s bill it! Student Manager’s fully integrated billing and invoicing module is a robust, reliable feature that allows you to generate invoices, accept payments, and track outstanding invoices with minimal fuss. Invoicing Webinar

Assign Invoice at Billing When the check arrives before the invoice is created

Assign Invoice at Billing When the check arrives before the invoice is created Manager will ask (nicely) if you want to Assign an invoice #

Canceling/Transfers/ Escrow

Canceling and Refunding Run the Refund Wizard from the payment screen of the appropriate registration Important: if the registration is grouped with others, you must first ungroup the registration BEFORE you proceed

Transfer / Transfer to Escrow From the payment screen

Other Options: From the payment screen Apply Payment From Escrow Refund Overpayment

Other Options: From the Course Module Mass Refund (in case where YOU cancel a class)

Oops! Payment errors And other things you need to know

Use VOID to correct a payment error

To Void or Delete? Void: Delete You need a copy of the old payment Someone there cares about “Receipt Sequence” Needed for the “Record” No concern about receipt # sequenct It really is a trash record Pay amount zero Bad Billing (no invoice # assigned)

Pay Preferences

Payment reports & deposits

Cashbox and “Daily Income”

Cashbox

Daily Income v.s. Cashbox Cashbox: Daily Income: Can auto assignDeposit #s Can split $ by User (“Cashbox”) Special Refunds/Receipts settings Remembers settings Simple way to do query NOT as robust query options Full Query options Offers subtotals By Day By Course Offers more sort options

Alt + F9 – Payment History From the name or registration screen You may print a payment history report from the additional reports area of Print Receipts

Pay Grabber

AW-Pending Payments

ACEweb INI Setting: void pending payments 0 - Registration records are active. Payment records are active with AW-PENDING entered in the Auth Num field. 1 - Registration records are active with AW-PENDING: entered in the Registration Note field. Payment records are voided with AW-PENDING entered in the Auth Num field. 2* - Registration records are cancelled with AW-PENDING: entered in the Registration Note field. Payment records are voided with AW-PENDING entered in the Auth Num field. 3* - Registration records are deleted with AW-PENDING: entered in the Registration Note field. Payment records are voided and deleted with AW-PENDING entered in the Auth Num field.

Questions?

Tuesday March 2 nd 1:30 pm cst Next Webinar: Spring cleanup: Getting your data shaped up!

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ACEware 20th Annual Users’ Conference May 18– 20, 2016 / Hilton Garden Inn, Manhattan Kansas