Add Payments

• This is where payment or refund transactions are entered or alternatively can be made through the POS system and will record the payment in the member record. Can also Add Payments from button in Membership section of Member file. Payment transactions entered through the member files will appear in POS reports.

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2. When a membership is entered it will automatically enter the programme cost in the Member's Account. For an AP or DD membership the charges will automatically appear from the date set for first payment. Click on Member's Account > Overview to access transaction data.
3. All cash receipts or refunds (a negative entry) must go through the Payments section to retain the integrity of cash reports for the period. These transactions will appear in the POS reports and the View POS Transactions.
4. If the Automatically Add Payments box has been ticked in back office programme set up, a full payment will automatically be credited to the membership. You would only use this for special reasons, perhaps when you have programmes where you are not responsible for the financial side.
5. If the automatic system is not being used the payment needs to be added manually. In Accounts > Add Payments the payment screen will open. Tick the charge being paid if possible. Enter amount and other detail. Then choose Add Payment with Receipt if receipt wanted. A receipt will come up on the screen and can be printed. If receipt not required, just Add Payment.
6. The payment will appear on the Payments screen, in Overview and will amend the amount showing as owing in the Member file.
7. The rubbish tin icon will allow a highlighted payment to be deleted. A small screen will open up asking for your confirmation. The payment is then deleted and removed from the transaction screen. The amount owing by the member will show once the Member screen has been refreshed.
8. A receipt can be produced for a highlighted payment by using the print icon under Payments.
9. A statement can be printed through Print Statement.
10. Payments detail cannot be amended once saved for security reasons. A plus or minus separate payment will need to be put through.