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Understanding the Payment Summary

Overview

When registration forms involve chargeable items, the ePly system can help you manage and track payments for those items.  When a form is set up with payments, there will be 2 additional tabs on the Registration Details screen: 'Payment Summary' and 'Tax Summary'.  The Payment Summary screen displays a list of all charges and payments applied to each registrant.

'Charge' and 'Payment' on Payment Summary

It is important to keep in mind that there are 2 sides to every transaction.  When someone registering selects an item having a price, an entry for that amount is created under the 'Charge' column for that item.  At a later time, they will eventually make a payment.  These payments are added under the 'Payment' column.  Note that forms with credit card are a special case, because both the Charge and Payment are recorded at the same time.  But they are really 2 separate entries and recorded that way in the Payment Summary.

If a person choses to pay using a non-Credit Card type (such as P.O., etc.), then initially the Payment Summary will only record the Charge for the item.  Later, when the Event Planner receives funds in the mail, they would go to the Payment Summary page to record the payment amount along with the appropriate Adjustment Type and any notes.
 
Note that each Charge and Payment item can be positive or negative.  A positive charge means the person is being charged for an item.  A negative charge means you are reversing the charge for an item.  In the same way, a postive payment means you have received a payment.  A negative payment means you have returned a payment to them.

Adjustment Types

The following lists all of the available adjustment types, along with their purpose. 

Note that each Charge and Payment item can be positive or negative. 
A positive charge means the person is being charged for an item.  A negative charge means you are reversing the charge for an item.
In the same way, a postive payment means you have received a payment.  A negative payment means you have returned a payment to them, or a previous entered payment did not go through correctly.

Charge - positive amounts

  • Items selected on the form -When items having a price are selected, the name of the field is displayed in the Description field (eg: Tickets) along with the charge amount.
  • Taxes - When an item on the form has tax associated with it, the tax amount is automatically calculated by the system and entered as a separate Charge item.
  • Cancellation Fee - choose this adjustment type to apply a cancellation charge to a registrant.
  • Miscellaneous Charge - choose this adjustment type to apply a miscellaneous charge to a registrant.
  • Tax Charge - choose this adjustment to apply an additional tax.

Charge - negative amounts

  • Items having a price that are removed for a registrant show with the word 'Reversal - xxx' under the description column, where xxx is the name of the field for that item. 
  • Miscellaneous Credit - choose this adjustment type to apply a credit to a registrant.  For example, if a registrant was given a special discount unrelated to the event. 
  • Tax Credit  - choose this adjustment type to apply a miscellaneous tax reduction to a registrant. 

Payment - positive amounts

  • Credit Card payments (either on the form or in the backend) appear as a positive amount under the Payment column.
  • Receive Check/Cheque - choose this adjustment type to record when a check/cheque is received.
  • Receive Cash - choose this adjustment type to record when cash is received.
  • Receive Credit Card (Offline) - choose this adjustment type to record when you have processed a credit card payment in a way other than on-line
    • Note that any credit card payments processed using the 'Process Credit Card Payment' link will automatically enter the adjustment type for you when it is approved.
  • Receive EFT - choose this adjustment type to record payments received by Electronic Funds Transfer.
  • Receive Other - choose this adjustment type to record any other type of payment received.
  • Reverse Credit Card Refund - choose this adjustment if a Credit Card Refund adjustment was inadvertently added or did not go through properly.  This effectively cancels that out.
  • Reverse Credit Card Void - choose this adjustment if a Credit Card Void adjustment was inadvertently added or did not go through properly.  This effectively cancels that out.
  • Reverse Credit Card Chargeback - choose this adjustment if a Credit Card Chargeback adjustment was inadvertently added or did not go through properly.  This effectively cancels that out.

Payment - negative amounts

  • Refund Payment - Check/Cheque -  choose this adjustment type to record when you have made a payment to a registrant by check/cheque.
  • Refund Payment - Cash -  choose this adjustment type to record when you have paid cash to a registrant.
  • Refund Payment - Credit Card-  choose this adjustment type to record that a refund has been made by credit card using your online merchant account.
    • Note that the system DOES NOT automatically refund the credit card.  Refer to Refunding Credit Cards to understand this process.
  • Refund Payment - Other -  choose this adjustment type to record when you have paid any other type of payment to a registrant.
  • Credit Card Chargeback - choose this adjustment type to record when you have received a chargeback from your merchant account provider indicating that a registrant disputed their credit card charge.
  • Credit Card Charge voided - choose this adjustment type to record when you have voided a credit card using your online merchant account
  • Reverse Cheque Payment - choose this adjustment type to record when a check/cheque you received from a registrant did not go through (ie: bounced check/cheque).
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