Use Case 1 - Set Initial Fee¶

A person has been manually added to an Involvement, instead of registering online. Or the person registered and selected options that did not require a fee, and now needs to change that and pay a fee. You need to set their initial fee and then record a cash or check payment. Or set their initial fee and email them a paylink.

Step 1

After you add the person to the Involvement, click the green Transaction button and select Add Transaction.

Step 2

Enter the Total Fee amount (do not use punctuation).

If the person is also making a payment, enter the Payment amount.

Enter a Description such as the check number or that the person paid in cash.

Step 3

Click the blue Add Transaction button.

Then, either click Close to close the dialog box, or click Continue to return to the Member Dialog to view the new balance.

Use Case 2¶

A person who registered and paid their deposit online is now making a cash or check payment toward their total fee, and you need to record the payment.

Step 1

Click the green Transaction button and select Add Transaction.

Step 2

The Balance Due prior to making the payment will display. Or, if the person has not made any payments yet, the Total Fee will display. Enter the Payment amount and a Description such as “cash” or the check number.

Step 3

Click the blue Add Transaction button.

Then, either click Close to close the dialog box, or click Continue to return to the Member Dialog to view the new balance.

Use Case 3a - Adjustment for One Person¶

The cost of the event has changed after someone has already registered. Now you need to increase or decrease the person’s balance.

Step 1

Click the green Transaction button and select Make Fee Adjustment.

Step 2

To increase the Balance (the fee has gone up), enter a negative number in the Payment field.

Ex. Price increased by $200, enter -200 as the Payment.

To decrease the Balance (the fee has gone down), enter a positive number in the Payment field.

Ex. Price reduced by $150, enter 150 as the Payment.

For scholarships, enter the amount of the scholarship as a positive number.

For these types of transactions, we recommend entering a short description in order to document the reason for the change.

Step 3

Click the Add Transaction button.

Then, either click Close to close the dialog box, or click Continue to return to the Member Dialog to view the new balance.

If the person wants to make an online payment, right click the paylink in the Member Dialog, copy it and paste it into an email.

Use Case 3b - Adjustment for Multiple Members¶

If the cost of the trip needs to be changed (either increased or decreased) for everyone that is already enrolled, you can do that for everyone with a single Transaction. The amount and reason for the adjustment must be the same for everyone when you use this method. You can also use the checkboxes if you do not need to make the adjustment for all members.

Step 1

Go to the Members tab on the Involvement and select the Update Members option from the drop down menu beside the top checkbox. Select the green Transaction button, and then Make Fee Adjustment.

Step 2

Proceed as in Step 2 above in Use Case 3a, using either a positive number (with no punctuation) to decrease the cost, or a negative number (using a minus sign) to increase the cost.

Be sure to include the reason for the change in the description.

Step 3

Click the blue Add Transaction button and close the dialog once the process is complete.

Use Case 4 - Online Registration with Fee Zero, now Needs Fee¶

If a person registers online and the options they choose do not result in a fee, but later they want to make a change which will give them a balance due, you will need to change their total fee from zero to whatever the cost is.

Example: If someone registers for a luncheon which is free for him, but has a fee if he brings his spouse. When he registers, he does not select the option to include his spouse, so his fee is zero. Later, he decides to bring his spouse, and wants to make a payment.

Step 1

Go the person’s Member Dialog and click the green Transaction > Make Fee Adjustment button.

Step 2

Enter the total amount the person owes as a negative number. This will increase the balance from zero to whatever you enter. You can enter a description if you’d like.

Press the blue Add Transaction button. This will now give the person a balance due and will create a paylink.

Step 3

If the person wants to pay the amount online, copy the paylink and email it to him.

If he wants to pay with cash or check, select the green Transaction > Add Transaction button and enter a positive number in the payment field.

Enter the check number or “cash” in the description.

Press the blue Add Transaction button.

Added note to Use Case 2