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Processing payments and refunds

In Event Manager, invoices can be paid or refunded from both the Payment List and Invoice List. Once a payment or refund has been processed, it will be displayed on the Payment List. *Note: If you do not currently have access to this feature, please contact your Sales Representative or Client Services for more information.

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Processing a payment

       Bright Idea:

If you know the number of the invoice you need to process a payment for, make your payment from the payment list.

If you do not know the number of the invoice you need to process a payment for, locate and make your payment from the invoice list.

 

Making a payment from the invoice list

  1. Click Invoices from the side navigation menu and select Invoice List.
  2. Find the invoice you wish to process a payment for and click Pay. This will open the payment window for this invoice.

 

 

 

  1. The Invoice Total, Paid to Date, and Outstanding balances are listed at the top.
  2. The Payment Amount will be auto-populated with the outstanding balance, but can be manually adjusted if necessary.
  3. The Payment Date will be auto-populated with the date the payment is being added, but can be manually adjusted if necessary.
  4. Select the Payment Type from the drop down menu. The options available are Cash, Check, Credit, Purchase Order, Online, or Other. *Note: Online Payment is only available if a payment gateway has been configured.
  5. Enter a Payment Number, if applicable. *Note: This number will be displayed underneath the payment date on the payment list, and can be used as a search term to find the payment later.
  6. Enter any necessary Payment Notes. *Note: Do not store Credit Card or other sensitive financial information here. Event Manager is not meant to store this type of information.
  7. Click Save to finalize the changes, or Save & Add to finalize the changes and process another payment.

 

Making a payment from the payment list

  1. Click Invoices from the side navigation menu and select Payment List.
  2. Click Make a Payment. This will open up the payment window.
  3. Select the appropriate Invoice # from the drop down menu. *Note: This will auto-populate the Invoice Total, Paid to Date, and Outstanding balance boxes at the top of the payment window. Additionally, the Payment Amount will be auto-populated with the outstanding balance of the invoice.
  4. The Invoice Total, Paid to Date, and Outstanding balances are listed at the top.
  5. The Payment Amount will be auto-populated with the outstanding balance, but can be manually adjusted if necessary.
  6. The Payment Date will be auto-populated with the date the payment is being added, but can be manually adjusted if necessary.
  7. Select the Payment Type from the drop down menu. The options available are Cash, Check, Credit, Purchase Order, Online, or Other. *Note: Online Payment is only available if a payment gateway has been configured.
  8. Enter a Payment Number, if applicable. *Note: This number will be displayed underneath the payment amount and date on the payment list and can be used as a search term to find the payment later.
  9. Enter any necessary Payment Notes. *Note: Do not store Credit Card or other sensitive financial information here. Event Manager is not meant to store this type of information.
  10. Click Save to finalize your changes, or Save & Add to finalize the changes and process another payment. *Note: If Online was selected as the Payment Type, the Save buttons will be replaced with a Pay Online button that will navigate to the configured payment gateway for payment.

Processing a refund

Refunds can be processed for payments in Event Manager as long as they were not made online through a payment gateway. *Note: Online payments made through the Stripe payment gateway can be refunded from Event Manager. For all other payment vendors, contact the vendor directly for refunds.

 

  1. Click Invoices from the side navigation menu and select Payment List.
  2. Click Add a Refund. This will open up the refund window.
  3. Select the appropriate Invoice # from the drop down menu. *Note: This will auto-populate the Amount Paid, Payment Type, and Payment Date fields with any payments made to the invoice.
  4. Check the box next to the Amount Paid to populate that amount in the Refund Amount field, or enter the amount manually if you are issuing a partial refund.
  5. Enter any Refund Notes, if applicable. *Note: Do not store Credit Card or other sensitive financial information here. Event Manager is not meant to store this type of information.
  6. Click Issue Refund to finalize the changes.