Recording payments

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The Record a payment page is the primary interface for adding or editing Payments which was implemented in Community Weaver 3.1.

To record a payment, the only field which is required is the member and the Payment Date - no amounts or other fields are required.

The fields are best filled out as follows:

  • Member –The name of the member who submitted the payment. If the payment is for a subscription, this member's subscription renewal date will be updated.
  • Recent Activity – This section is read-only; when the member is changed above, this section will update to display this member's recent payment activity. The first line displays their current subscription status, and the following lines show payments and subscription charges in reverse chronological order. This should assist in avoiding double-entry of payments, and give you a context as to what this member has paid recently.
  • Payment Date – The effective date of the payment (check date, PayPal transaction date, cash voucher date, credit card transaction date, etc.). You must enter a date which is the current date or in the past. Future dates are not allowed.
  • Payment Type – This part contains two fields: A payment type and a payment reference. The payment reference can be any text you wish and be up to 128 characters of text. It's recommended that you use the related reference to the transaction. For PayPal, for example, you can enter the PayPal transaction reference. For a Check, you scan enter the check number. For Cash you can enter a cash voucher number or other reference. When recording Hours you can enter information about the exchange record which is being accepted as the hours for the subscription fee. For example: the date of the exchange, the certificate number and/or a link to the Timebank exchange certificate for these hours. If you choose Other you can record in-kind contributions. To do this, leave the currency, fees, donation and hours fields empty and enter the in-kind contribution in the description field.
  • Total, Subscription Amount, and Donation Amount – These fields act as a group, and will be updated to automatically follow the formula Total = Subscription Amount + Donation Amount. When entering amounts for these fields, it's recommended to fill in the total amount of a payment first, then edit the subscription amount/donation amount to the correct values. Editing Subscription Amount will modify Donation Amount immediately so the equation above stays in balance.
  • Hours – TimeBanks may wish to accept hours in lieu of payment for subscriptions. If a member provided hours as part of their payment, enter the number of hours here and leave the total, fee and donation fields empty. This field will only record the number of hours you enter. It will not "take" hours from a members account. It will not change the members' recorded hours.
  • Subscription Period – If this payment pays all or a part of member's annual subscription, then enter the time period that their payment covers here. This section accepts a number and then the units. The default is " 0 Months." IMPORTANT: The time period entered in into this field is added to the member's current due date to determine the date when the member's next subscription fee is due.
  • Description – Any notes you wish to add regarding this payment.

When all fields have been filled in successfully, click Save changes to record the payment.

NOTE: When you save the payment record an email notification with the information in this payment record will be sent to the member. If the Payment Coordinator edits an existing payment record, when it is save a new email notification with the information in this payment record will be sent to the member.

Payment types

The payment system supports the following payment types, with the following recommendation on how to enter your payments:

  • Check – For personal or business checks received by the TimeBank. Payment Reference is the check number, Total is the check amount, and subscription/donation amount based on the amount of the subscription and time period it covers.
  • Cash – For cash received by the TimeBank. If your TimeBank issues cash receipts, Payment Reference would be the cash receipt ID, Total is the cash paid, and subscription/donation amount should be chosen based on the amount of the subscription and time period it covers.
  • PayPal – For PayPal transactions. Enter the PayPal Transaction ID as the Payment Reference , and Total as the amount paid via PayPal, and subscription/donation amount based on the amount of the subscription and time period it covers.
  • Credit Card – For credit card transactions which are processed using any 3rd party credit card processing vendor. Enter the Payment Reference as the credit card transaction ID, and Total as the amount paid via the credit card, and subscription/donation amount based on the amount of the subscription and time period it covers.
  • Hours – A special payment type for hours-only transactions. The Payment Reference may be an event name or ID, or an identifier for when the hours were contributed, the exchange certificate number or a link to the exchange certificate in Community weaver. Total/Subscription Amount/Donation Amount would be zero, and Hours would be the number of hours given. Entering hours as a payment does not change the members' hours.
  • Other – For any payment type not listed, for example, for in-kind contributions. You can enter a Payment Reference which identifies the transaction uniquely, and fill in amounts based on what was actually given. Describe in-kind contributions in the description field.

Note these are simply recommendations; you may use whatever payment reference you need to track your payments and to provide a criss reference to your documentation of the actual payments.

Use cases for recording a payment

  • Member pays their subscription for $35/year – Enter the payment information, $35 for total, $35 for subscription amount, $0 for donation amount (automatically entered), 0 for hours, and 12 months or 1 year for subscription period.
  • Member can only afford to pay for 6 months of subscription at once ($17.50) – Enter their payment information, $17.50 for total, $17.50 for subscription amount, and 6 months for subscription period. This member will receive their next notice in 6 months after their current subscription renewal date.
  • Member pays their subscription for $35/year with a $100 check including a donation – Enter the check information, $100 for total, $35 for subscription amount, $65 for donation amount (automatically entered), 0 for hours, and 12 months for subscription period.
  • Member makes a donation for $50 during a fundraiser – Enter the payment type information, $50 for total, $0 for subscription amount, $50 for donation amount (automatically entered), 0 for hours, and 0 Months for subscription period
  • Member pays their subscription by contributing 5 hours to the TimeBank – Enter Hours for Payment Type, Total is 0, Hours is 5, Subscription Period is 12 months or 1 year.
  • Member makes an in-kind donation for their subscription - Enter Other for Payment Type, 12 months or 1 year for Subscription Period, and a Description of the in-kind donation.
  • Member makes a payment for a previous subscription period – Record the payment as usual, but enter 0 Months for subscription period. This will record the payment but will not change the current due date / renewal date
  • Member pays their subscription for 2 years (this year and next year) at $35/year – Enter the payment information, $70 for total, $70 for subscription amount, $0 for donation amount (automatically entered), 0 for hours, and 24 months or 2 years for subscription period.
  • Member pays their subscription for 2 years (this year and last year)at $35/year The means $35 is covering what is due at the current due date and $35 is covering the the amount due a year before the current due date. – Enter the payment information, $70 for total, $70 for subscription amount, $0 for donation amount (automatically entered), 0 for hours, and enter only 12 months or 1 year for subscription period. This will add 12 months to their current due date.
  • A person pays the subscription of $35/year for another member – Choose the member whose account should be credited with the payment and in the payment reference, in addition to the usual information you can also include enter the payment information of the payee, then $35 for total, $35 for subscription amount, $0 for donation amount (automatically entered), 0 for hours, and 12 months or 1 year for subscription period. You could use the description field to include additional information, for example about the payee.
  • A person pays the subscription of $35/year for two or more members – Record a payment for each member whose account should be credited with the payment. In the payment reference, in addition to the usual information you can also include enter the payment information of the payee, then $35 for total, $35 for subscription amount, $0 for donation amount (automatically entered), 0 for hours, and 12 months or 1 year for subscription period. You could use the description field to include additional information, for example about the payee.

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