Creating Payments

Payments can be entered for any existing invoice in WebLink, and there are several different ways to access the Payment screen:

  • From the Quick Actions Revenue Bar
  • From the Revenue > Create New Payment
  • From the Transactions Tab of a Profile record
  • From the Invoice Selector

For a single payment for a specific profile, the best option is begin by opening that Profile.

  1. Find and open the Profile you want to apply the payment to, using either the Quick Search on the left side of your screen or the Profile Selector.
  2. Click the Transactions tab, and click the Create a New Payment link at the top of the tab.
  3. The New Payment screen opens, with all open/outstanding invoices listed in the datagrid at the bottom.
  4. Select the correct Payment Type from the drop-down field and enter the payment amount in the Amount field. If this is only a partial payment, or is a large payment paying for multiple invoices, simply enter in the amount of the payment and you can then properly distribute it in the data grid at the bottom.
  5. If this is a check payment, enter the Check Number. Reference number and Payment Source are optional fields.
  6. The Apply Date and Payment Date fields will default to the current date. Whenever possible, leaving these as the same date will create greater consistency in reporting.
  7. All open line items for the profile you are working with will be displayed in the OPEN INVOICE LINE ITEMS datagrid. The amount that is entered in "Amount" field will populate the Payment to Apply field.
  8. If the amount covers all of the open invoice line items, the payment will automatically be distributed to each line item in the Payment to Apply cells. If the payment is a partial payment, the money will be applied to the line items in the order they appear on the list (oldest to newest invoices).
  9. After all of the "Payment to Apply" cells have the correct amounts, click the Save button.
  10. If the Payment amount you entered exceeds the Open Balance, WebLink will open a new window to help you determine what to do with the remaining balance.

Watch the Create a Payment Video below to learn more about Creating Payments.

 

 

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This feature is included or available for purchase with the following WebLink Connect packages.

 

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Comments

1 comment
  • Is their a way to utilize "mark as paid" to apply a payment at the time a registration takes place for an event. It would be helpful to have this option working for when a free lunch offer is being used and we do not want the invoice reflecting a balance due for the member. I want to be able to apply the credit at the time of registration rather than making an adjustment after the fact.

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