Add a payment with one or more applications

From Revenue, select Add a payment. The Add a payment screen appears.
If your organization configures multiple general ledger account systems and implements site security, and you have rights to work with multiple account systems, the Account system link appears and displays the default account system. To apply the payment to another account system, select the link and select the account system to use.
After you save the payment, you cannot edit its account system. To apply a saved payment to a different account system, you must delete the payment or adjust it to $0 and add it again.
Search for and select the constituent who made the payment. You can also enter the few first letters of the individual’s last name or the organization’s name and press Tab. The Constituent Search screen appears and displays constituents with names that meet the entered criteria. Constituents can be added from the Constituent Search screen. For more information about how to add Constituents, refer to Add an Individual Constituent or Add an Organization Constituent.

Constituents can make payments toward their own commitments or toward commitments made by other constituents. To enter revenue for a household, the Household revenue options on the Household settings configuration task in Constituents must be set to Yes.
If your organization uses an identification number, such as to identify constituents in a direct marketing mailing, enter the finder number in the Finder number field to identify the constituent who makes the gift. Typically, the finder number consists of 15 characters or less.
In the Amount field, enter the total monetary value of the payment transaction. If the payment is a gift-in-kind and you do not know the exact value of the contribution, enter an estimated value for tracking purposes. If you are unsure of the value of a contribution of stock or property, you can enter a zero amount.
In the Date field, select the date to associate with the payment, such as the date your organization receives it.
In the Inbound channel field, select how your organization receives the payment, such as Mail or Phone.

Note: When you apply the payment to an outstanding commitment, the program automatically associates the payment with the channel of the commitment. To edit the channel associated with a commitment, edit the commitment from its record.
If the constituent requests to make the payment anonymously, select Payment is anonymous. When you select this, a message appears at the top of the payment record to indicate that the constituent requested to remain anonymous for the payment. If Gives anonymously is selected on the constituent’s record, the program automatically selects Payment is anonymous. For more information, refer to Edit Personal Information for an Individual Constituent.
Under Application details, specify the applications to which to apply the payment and the amount to apply to each. To enter percents rather than amounts, select Apply by percent. You can apply the payment toward multiple applications. For example, you can apply a portion of the payment to an outstanding event registration and the remainder to a donation from the constituent.

In the Application field, select how to apply the payment, such as toward a donation, pledge, or matching gift claim. To view all outstanding commitments of the constituent, select All.

In the box, all outstanding commitments of the selected application type for the constituent appear. If the constituent is a member of a household or group, the commitments for the household or group and of other members of the household or group also appear.

Note: If the constituent makes a payment toward a pledge that does not appear, you can add the commitment. In the Application field, select Pledge, then select the icon that appears next to the field. The Add a pledge screen appears.

Note: If you add a matching gift payment but its matching gift claim does not appear as an outstanding commitment, you can apply the payment amount as an unapplied matching gift payment and match it to the correct claim later. When you determine to which claim or constituent to apply the matching gift payment, use the Reconcile matching gifts task to match the unapplied gift with the correct constituent or claim. For information about how to reconcile matching gifts, refer to Reconcile Matching Gifts.

To apply the payment toward an application that does not appear as an outstanding commitment, such as a donation, an unapplied matching gift payment, or as another revenue type your organization recognizes such as deposit or merchandise sales:
1. In the Applied field, the amount entered for the payment, less the amount applied to other revenue types, appears. Enter the amount of the payment to apply to the application.
2. For an application of Donation, the Opportunity field appears. To associate the donation with an opportunity, search for and select the opportunity for the donation.
3. For an application of Other, the Other type field appears. Select the type of revenue to which to apply the payment, such as Merchandise sales or Deposit. Your system administration configures the selections available in this field.
4. In the Designation field, search for and select the designation to which to apply the payment amount entered. To apply a payment to multiple designations, add a separate application of the payment for each designation. For example, if the constituent requests to use the payment to donate to both the Annual Fund and Building Fund designations, add a separate donation application for each designation.
5. In the Category field, select the category for the payment amount entered, such as Corporate Giving. Your system administrator configures the selections available in this field.
6. In the Campaigns field, the default campaigns for the selected designation appear. To apply the payment amount entered toward a campaign, select the edit icon. The Campaigns screen appears so you can select the campaigns to which to apply the revenue application. For information about how to associate campaigns with a payment application, refer to Edit the Campaigns for a Payment Transaction.
7. To credit different solicitors with the revenue application, select the edit icon. The Solicitors screen appears so you can select the solicitors to associate with the application. For information about how to assign solicitors to revenue, refer to Edit the Solicitors for a Payment Transaction.
  
  If you have the solicitor credit rules for major giving set up in Prospects, the Solicitors field displays the default solicitors for the selected opportunity. For more information, refer to
8. In the Recognition field, the default recognition credits for the constituent appear. To edit the recognition credit associated with the revenue application, select the edit icon. The Recognition Credits screen appears so you can select the recognition credit to apply to the application. For information about how to apply recognition credit to revenue, refer to Edit the Recognition Credits for a Payment Transaction.
9. Select Add. In the grid, the application appears. The Applied column displays the amount entered in the Applied field for the application. Edit this information as necessary.
To apply a payment to the outstanding commitments of another constituent, select Find commitment. The Commitment Search screen appears so you can search for the commitment to which to apply the payment. For information about how to apply the payment to an outstanding commitment, refer to Apply a Payment to an Outstanding Commitment.
Select the Payment information tab.
In the Payment method field, select how the constituent made the payment. For more information about the available methods of payment, refer to Payment Methods.
- When you select Cash, in the Reference date and Reference no. fields, enter any special codes and dates used to track cash gifts, such as the deposit ticket number and deposit date for the payment.
- When you select Check, enter the check number and date.
- When you select Credit card, enter the cardholder’s name, credit card account number, type of credit card used, and the credit card’s expiration date.
  
  To authorize and process the credit card information through the Blackbaud Payment Service, select Authorize card on save and enter the Card Security Code (CSC) for the credit card.
  
  Note: The CSC, sometimes referred to as the Card Verification Value (CVV), is a security feature used as protection against fraudulent “card not present” credit card transactions over the internet, by mail or fax, or over the telephone. The CSC is a three- or four-digit value printed on the card or signature strip but not encoded on the magnetic strip. Its location on the card varies between payment card types.
  
  Warning: If you do not select Authorize card on save, you can enter only up to four digits in the Card number field. For example, your organization may require you to enter the last four digits of the card number.
- When you select Direct debit, enter any special codes and dates used to track direct debits in the Reference date and Reference no. fields. In the Account field, select the financial account associated with the direct debit. For more information about how to add an account for a constituent, refer to Accounts.
  
  In order to process direct debit payments in euros from a constituent with a bank account which uses the "Europe (SEPA)" banking system, the organization must have a signed SEPA mandate on file from the constituent which authorizes the organization to draw funds from the constituent's account. In the Mandate field, which appears when you add any type of revenue or a pledge for a constituent with a payment method of direct debit, select an existing mandate for the constituent or select Add to add a new one. For more information, refer to Add a SEPA Mandate.
- When you select Stock, enter the symbol; issuer; number of units; and low, median, and high prices per share of the stock the constituent donates.
- When you select Property, select a subtype to further define the payment. Your system administrator configures the selections available in the Subtype field.
  
  If the payment is a gift-in-kind, you can name the item donated, specify whether you plan to keep or sell the item, and enter information about the fair market value of the item.
- When you select Gift-in-kind, select a subtype to further define the payment. Your system administrator configures the selections available in the Subtype field. Enter a name to identify the item donated, select whether you plan to keep or sell the item, and enter information about the fair market value of the item.
  
  If the fair market value is over a certain threshold and you select to sell the item, “Appraisal will be required to sell” appears below the fair market value. For information about the appraisal threshold, refer to Gift-in-Kind Appraisal Settings.
- When you select Other, in the Other method field, select the payment method used, such as “Wire Transfer.” Your system administrator configures the selections available in the Other method field. In the Reference date and Reference no. fields, enter any special codes and dates used to track payment methods of Other.
In the Reference field, enter any special information about the payment, such as to include in communications about the payment.
In the Total benefits field, information about default benefits the constituent receives for the payment appears. To add or update information about the benefits received, select the edit icon and use the Benefit details screen. For information about how to enter benefits information, refer to Edit benefit information
In the Receipt amount field, enter the monetary value to print on the receipt for the payment. We recommend you enter the tax deductible portion of the payment. For example, if the constituent receives a benefit for the payment, the receipt amount is the payment amount minus the total benefit value.
You can run a receipt process to generate a receipt for the payment automatically. To exclude the payment when you run the receipt process, select Do not receipt.
You can run an acknowledgment process to automatically generate an acknowledgment letter for the payment. To exclude the payment when you run the process, select Do not acknowledge.
If the constituent sends the payment in response to a mailing, enter information about the communication.
1. Select the Marketing tab.
2. In the Source code, Appeal, and Effort fields, enter information about the marketing effort used to solicit the payment. You can search for a specific source code, appeal, or effort from its field.
  
  Warning: You can add inactive appeals to the record. If you do not wish to add inactive appeals, make sure Include inactive is not selected in your search.
  
  Note: When you enter a source code or finder number for the payment, the program may automatically enter information associated with the source code or finder number entered.
  
  In the Segment and Package fields, the segment and package associated with the selected effort appear.
3. To associate an acknowledegment letter or tribute with the payment:
  1. Select the Transaction details tab.
  2. In the Letter field, select the acknowledgment letter to use to thank the constituent for the payment.
  3. To apply the revenue to a tribute, in the Tribute field, search for and select the tribute to associate with the payment.
4. Select Save.
  
  For a payment by credit card, if you select Authorize card on save, the program sends the credit card information to the Blackbaud Payment Service for authorization. If the credit card number and expiration date are valid, the Blackbaud Payment Service returns an authorization code, which appears on the payment record.
  
  The record of the new payment appears. For information about the payment record, refer to Payment Record.