TOP OF HELP DOCUMENTATION
Last Updated 1/20/2022 REPORTER Help Documentation |
Applying Payments
Apply payments to multiple registrants and orders
Applying payments allows the Financial Admins to apply payments to orders with multiple participants. If an order is created with multiple registrants on the order, the Financial Admin can allocate money from a single payment source, e.g. check or wire transfer, and can distribute those funds amongst the multiple participants on the order. Also, if there are any leftover funds from the payment source, the Financial Admin can also choose to apply those remaining funds to another order.
Applying a Payment, i.e. for a check, allows you to distribute the amount of the payment, as well as enter payment details such as check number, notes, deposit slip number, name on a check, and address. Best practices are to enter information into all fields.
Below are the navigation and instructions on how to apply a payment in REPORTER.
Table of Contents
Step 2: Select Order Items to Include
Step 3: Select Additional Orders (Optional)
Start Section: Navigation
Navigation
Home > Finance Tab > Orders Tab >Select an Order > View Details > Apply Payment
After searching for and selecting your order #, click the “View Details” button.
At the top of the Order Details page, you will see a blue “$ Apply Payment” button. Click on that to apply a payment to your order.
Live demo of the navigation
Start Section: Step 1: Enter Payment Details
Step 1: Enter Payment Details
A window will pop up stating Step 1: Enter Payment Details. Here select the payment source, e.g. check or other.
Start Section: Step 2: Select Order Items to Include
Step 2: Select Order Items to Include
Once you select the payment type, you will see required payment detail fields to enter payment information. Once you have entered all of the required fields, click the “Continue” button, then you will see the multiple participants on the order appear on the right-hand side of the window in Step 2. Here you can choose which registrations and cart add-on items to include in the current payment based on how much money you received.
For example, if the order total is $300 but you only received a $200 check, you would select only some of the registration and/or cart add-on items to pay for, or apply for partial payment if there’s only one course registered, then you can come back and apply the remaining $100 once you receive that payment.
To choose which registrants to include in the payment, click the toggle “Include in Payment” and you will see it marked green. At the top, you will see the amounts of total payment, the amount needed to complete payment, and any discrepancies if there is a surplus or deficit. Once you have selected all participants to include in payment, click the green “$Finalize and Apply Payment” button.
(image of a payment with deficit discrepancy)
(image of a payment with the surplus discrepancy)
If you have a surplus amount to distribute, you may apply any additional funds to another order if needed. Click on the Add Additional Orders link underneath the discrepancy field at the top of Step 2 to add another order for the payment.
If the check payment is more than the amount owed and you do not have another order to which you can apply a payment, a refund request for the surplus amount will be created.
Start Section: Step 3: Select Additional Orders (Optional)
Step 3: Select Additional Orders (Optional)
This will take you to Step 3 where you can search and select the order you would like to apply an additional payment to. You may search for and select as many orders as you need to apply for additional payment. Click the green “Select Order to Add to Administrative Payment'' button. Once the order(s) has been selected click the blue Done Selecting Orders button.
This will take you back to the screen for Step 2 where you can toggle the Include in Payment button to select the additional orders added.
Once you select all additional orders and any cart add-on items if part of the order, you will notice the amounts change at the top of the screen. You can keep including items and adding additional orders until the discrepancy reaches $0. If the discrepancy does not reach zero the REPORTER business office will refund any remaining funds.
For questions or additional information you can view our support site at support.reporter.ncsu.edu or you can contact us at reporter_support@ncsu.edu.