Payments

The Payment module allows agencies to track payments made towards a pledge. This can be enormously helpful for tracking checks, twinning arrangements, and client contributions.

Note

The Payment module must be enabled by an Admin on the Settings screen.

To view payment status from a client profile:

1. Log into Administry and search for the client.
2. On the Pledge History box, click on a completed pledge to view details about the pledge.
3. The Payment Status indicator shows whether payment is still pending, or if the pledge has been fulfilled. The blue text also indicates how much has been paid towards this pledge. (Note that this takes into account any twinning or other reimbursement pledges.)

To view, add, or edit payments for a pledge:

1. Pledge payments can be viewed in two ways: 1) from the client profile; or 2) from the Pledges screen under the Pledges menu. In either case, click on the payment status to load the payments viewer.

2. The payment viewer lists all payments made toward this pledge, as well as the net cost of the pledge (agency payments minus reimbursements). If a pledge has been marked as fulfilled, PLEDGE COMPLETE appears at the bottom of the payment viewer, and the “Balance Remaining” figure is automatically set to $0.00.
3. To add a payment, click on Add a new payment. Existing payments can be edited by clicking on them directly. Either action loads a payment detail form:

4. Select the payment type and enter details about the payment. The amount, vendor, pledge date, and ‘Pledge fulfilled?’ options are pre-filled but may be changed.

Note

Pledges will only be marked as complete when the ‘Pledge fulfilled’ option is set to ‘Yes’!

Note

Twinning reimbursements are recorded as seperate payments. Add a payment in the full amount of the pledge, and then add a second payment for the amount of the reimbursement received from the partner agency.

A list of all payments may be viewed by clicking on Payments under the Pledges menu.