New Payment
When you click New Payment or Edit/View Payment on the Transaction tab, the Payment screen comes up.
In this screen you enter or edit specific payment information.
Note: There are two sections to this screen.
The top section contains the general information, such as Address, Date and Amount.
The bottom section contains more specifi information, such as the category and reciept details.
First you enter the data in the top section. If you attempt to enter information in the bottom section without first entering anything in the top section, you will get a message prompting you to enter data in the correct order.
After entering all the data click OK to return to the Main screen. You will see this Payment appear on the Transaction List. Alternatively you can click Cancel to close the payment screen without saving any changes.
Note: The Cancel button is not available when editing a payment that was already entered. To delete a payment use the Delete button on the main screen.
Address
If this person has more that one address, select the appropriate address.
This is limited to the addresses belonging to the current contact.
| • | Addresses that are not check as Current will not appear on this list. |
| • | Addresses that have the No Mail checked will still appear on this list. |
For more information regarding Current and No Mail, see Settings for this Address.
Date
This is the date you received the payment or the date on the check.
Amount
The total amount of the payment.
Method
Choose from the list: Check, Cash, Credit Card, In Kind.
In Kind means any payment other than money. When filling out In Kind make sure you briefly describe the item in the description field. Doing so will enable CMS to automatically include a description of the item in the Thank-you letter for this payment.
| • | See Customizing Letters for more information on customizing letters. |
Number
Can be either check number or credit card number (last four digits). Letters are not allowed.
Apply Amount
Typically, this is the same as Amount. Only modify the Apply Amount if you are splitting the payment into two or more splits. See Splitting a Payment later on for more information on splits.
Categories and subcategories
It is very important that you enter a category and subcategory for every payment. If you are unsure of which subcategory a given payment falls under, choose General as a subcategory.
The list of categories and subcategories are maintained in the Category Manager. In the Catgegory Manger you can create, edit and delete categories and subcategories.
You can add a category or subcategory directly in the payment screen. If you enter a category or subcategory that is not on the list, a message will appear asking if you want to enter a new category or subcategory. By choosing Yes, a new category or subcategory will be added and will be available wherever category lists are displayed.
See Built In Lists > Overview for more information on Built-in Lists.
Letter/Receipt
Specifies whether or not you want to sent a thank you letter and/or a receipt of this payment. If the payment is not a donation, normally you would not send a thank you letter.
Select a letter from a list. Choose a letter appropriate for time of year or type of donation.
The list of letter that appears and the content of the letters is user defined and fully customizable. The letters available depend on how many letters you created in the system.
Note: If you are using Word to generate your letters (See Word Templates), you still need to choose a letter in the Which Letter field in order to have this payment included in the batch merges to Word. Which letter you choose does not matter as long as a letter is chosen. When using Word, the Word Template will determine the text of the letter.
See Customizing Letters for information on how to modify and delete existing letters as well as add new letters.
Him/Her
Choose him or her if the payment is from only the husband or only the wife. When generating Thank-you letters, the letter will be addressed accordingly. Leavingthis field blank will have the letter addressed to the way the address settings indicate. See Settings for this Address for more information.
Note
Enter a free style note related to this payment.
Pay Bill
Select from a list of outstanding bills this person has. Once a bill is paid in full it will not appear on this list. If a bill has been partially paid, the amount due will appear in this list.
After selecting an outstanding bill, the Apply Amount, Category and Subcategory are automatically filled in based on bill being paid.
See New Bill for information on entering bills.
Goods
This gives you the option not to display the words: "No goods or services provided," in the thank-you letter for this payment. This is useful when you want to send a letter in connection to a payment that is not a donation (for example: a tuition payment). In this case you do not want to dislpay the "No Goods..." message on the receipt stub of the letter.
If you are sending a Thank-you letter for a donation that some services were provided (a banquet, for example, where dinner was provided), you should split the payment and only send the thank-you letter for the donated amount. See Splitting a Payment for more information.
Sent
This field specifies that a thank-you letter (or a reciept) has already been sent for this payment. This field can be udpated automatically when you send out Batch Letters or you can manually mark a payment as Sent by checking the Sent check box.
Solicitor
Specifies who solicited this payment. Select form a user-defined list of solicitors. See Custom Lists Setup > Solicitors for information on setting up solicitors.
Use this field to keep track of solicitors on your organizations. You are able to run Transaction Reports based on this field. These reports are able to show totals by Solicitor or limit the report to a Solicitor. See Transaction Report for more information.
Organization
Specifies which organization this payment is directed to. Select from a user-defined list of organizations. See Custom Lists Setup > Organizations for more information.
Use this field to keep track of sub organizations. If you enter an organization for your bills and payments, the name of this organization will appear on the letter head of the invoices and letters. You are also able to run Transaction reports based on this field.
Mailing
Specifies which mailing this payment is a result of. Select from a user-defined list of mailings. See Custom Lists Setup > Mailings for more information.
Use this field to keep track of mailings such as Calendar or Pesach mailings to track how well a given mailing did. Using Transaction Reports, you can compare mailings to determine which mailings are most profitable.
In Memory of
Use this field to keep track of donations made in memory of someone on your database. In order for a person to appear on this list, the person needs to have been entered into your database and a Yahrtzeit Occasion entered for that individual.
See Occasions for details on entering Yahrtzeits.
Using a Custom Query you can extract a list of donation based on this field.
Memory/Honor Detail
If you want to add "in memory of" or "in honor of" (or any text for that matter) to the thank-you letter associated with this paymetn, use this field to enter any text you choose.
Note: You need to have the < HonorMemory> field in the letter for this text to be used. See Customizing Letters for more information.
Enter a description for this payment.
Note: If this is a Split payment, each split will have its own description. This is in contrast to the Note field where the entire payment as one Note.
If you chose In Kind for the Method, you should enter the description of the item donated here.
To include this field in the Thank-you letter associated with this payment, be sure to include the < InKindDescription> in the letter.
See Customizing Letters for more information.
Clicking this button gets you to a popup screen where you can enter information to notify a third party of the donation made. Many times a person makes a donation in honor of someone else and requests that you sent that person a notification letter that a donation was made to your organization in his honor.
The fields you need to enter are as follows:
Notify
Specifies whom you want to notify. Select a person from your contact list. If the person who is being notified is not on your list, add him to your list. Then come back to this section and choose the contact from the list.
Him/Her
Specifies, as its name implies, if you are notifying him or her, the husband or the wife.
Honor Memory
Enter a description that describes the reason for the donation. For example: "In honor of your 30th birthday." This automatically gets added to the notification letter, making the letter more personal.
Letter
Choose a letter from the list of notification letters. To add letters to this list, use the Letters screen.
Note: for letters to appear in this list, the Letter Type needs to be "Notice of Donation."
See Customizing Letters for more information.
Sent
Indicates that a notification letter was already sent. This field gets updated in batches after generating a batch of Notification Letters. You can manually mark a notify letter as Sent by checking the Sent check box. Letters that are marked as Sent will not appear in the next batch of letters.
See Batch Letters for more information.
At times you may receive a payment towards a bill where the total payment is more that enough for the bill. In this case you will want to split the payment and apply only what is due to the bill.
For example: A contact has an outstanding bill of $200 for Ordering Tefillin and he gives you a check for $500, $200 for the bill and $300 donation. You will need to enter the entire amount in the Amount field and use the Apply Amount field to apply $200 towards the bill. Then you will add another split of the same payment specifying that the remaining $300 be for a donation.
To split a payment in two or more splits and to navigate between the split portions of a payment, use the navigation buttons at the bottom of the Payment screen.
See Navigation for more information on using navigation buttons to navigate between records.
Each split has its own Category information, Reciept Details and Other Details. This enables you to send a receipt or letter for one part of a split but not for the other.
View Deposit button
Click the View Deposit button to view the deposit in which this payment was deposited.
The Bank Account Register will open with the deposit that includes this payment, showing all the payments that were assigned to this deposit.
If this payment has not been assigned to a deposit, you will get a message informing you of that.
For more information on entering deposits and assigning payments to a deposit, see Bank Account Register.