EventPro Planner Manual

Enter a Regular, Deposit or Refundable Payment

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Enter a Regular, Deposit or Refundable Payment

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Enter a Regular, Deposit or Refundable Payment

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1.Find the event in the Event Maintenance screen.  Click on the Finance tab and select the Payments sub-tab.
2.Click the Create button to the right of the selection grid.
3.The Payment Wizard will open.

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4.In the Payment Creation page, choose the type of payment: Regular, Deposit or Refundable.  Click Next.
5.The next page, the Payment Information page, contains three tabs: General, Budget Information and User Fields.
Click to expand/collapse textGeneral
1.Enter the amount of the Payment and the Receipt Date.
2.Choose a Payment Type from the drop-down list.
3.The Description will default to the name of the Event.  You can change the description, if you like.

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4.The Received From, Company and Contact fields will be filled in automatically with the information from the event client.
5.You can choose a different Company Name or Contact Name if you like (by clicking the ellipsis and opening the Find window), but the payment must be received from a Company\Contact.
6.If you create a payment from a different area in the Event Maintenance screen, such as the Attendees or Exhibitors tab, you will be able to choose from a variety of payers in the Received From drop-down list.
7.If applicable, you can enter further information in the Payment Details, Credit Card Information and/or Check Information fields.  Note that this information is not encrypted, and local laws or company regulations may not permit you to record certain information such as credit card numbers.
Click to expand/collapse textBudget Information

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1.If you want to track this payment in your budget, click on the Budget Information tab.
2.Choose a Budget Date, if it is not the current date.
3.If you have multiple budgets, select the relevant budget from the Allocate To drop-down list.  If you have monthly budgets, select the budget Period from the drop-down list.
4.Choose a Budget Item from the drop-down list.  To review how to set up your budget items, see Chapter 5: Set Up an Event, Budget Setup.
Click to expand/collapse textUser Fields

If you created custom user fields for payments under, they will appear under the User Fields tab.  Fill in the User Fields as applicable.

For more information about creating User Fields, refer to Chapter 17: User Fields.
6.Click Next.  The Payment Summary and Allocate Payment screen will appear next.
7.Review the Received From and Payment Summary fields to ensure the information is correct.
8.If it is not correct, click the Edit button in the upper right corner.  Make your changes in the Payment [Edit] window, and click Save to return to the payment.

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9.In the bottom selection grid, there will be a list of invoices with a balance still owing.  If there is more than one invoice, the payment will automatically be applied to the invoices in the order of the Invoice Numbers.  If you want to manually allocate the payment to the invoices, click in the This Payment column of an invoice and re-allocate the payments as you wish.  As you allocate the payment, the Payment Summary fields above will recalculate to show you the Allocated and Un-allocated amounts.

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10.When you are done editing information or allocating payments, as required, click Finish.  Click Yes in the Confirm box if you want to post the payment.
11.Click Yes in the next Confirm box if you want to print the receipt.
12.Note that if you return to view the invoices you paid, the amount you allocated to the invoice will appear in the Paid column under Totals.  The Invoice amount will be 0 (zero) if it is paid in full, or will show the amount owing.