Fees and Payments

To support your organization's mission, you can charge individuals or organizations to participate in or attend events. For example, you can sell tickets for a concert and offer different fees for children and adults.

After an individual or organization registers, you can view their selected fees and payments under Fees and payments in their participant record.

Note: To include payment information in the participant list, include the Registration fees, Donations, and Revenue columns. To narrow participants by payment status, select Filters , Fees and payments, and select who to include.

Registration fees

Under Registration fees, you can view the fees a participant selected. For each fee, you can view:

How many they purchased
How much you charged
How much is eligible for a tax receipt

Note: The contribution amount is the amount that qualifies for a tax receipt. It's usually the fee, minus the value of any benefits the participant received, such as a t-shirt.

Payments

Under Payments, you can track how participants pay their fees. For each payment, you can view:

When they gave
How much they gave
Whether the payment covers a registration fee, an additional donation, or both

Note: If a participant makes an additional donation to support the event, enter a payment total larger than the registration fees. If they're not paying fees, enter a donation toward the event from the database view. In a future release, you’ll be able to enter donations towards events separately from registration fees in web view.

Tip: Don't see a payment? If the participant paid through an online registration form, the payment first appears in a gift batch. After you save and approve the batch, the payment displays under Payments. Each batch includes all the online registration payments made in a day from all events and registration forms.

Under Registration fees, you can also add fee and payment information, such as for offline registrations.

Note: If necessary, add a registration fee without payment information, such as if you provide a complimentary registration.

Note: Admins! To enter and process payments, users must have rights to manage participants, constituents, and gifts. For more information, see Events Security.

Add a fee for a participant

To add a fee, start from the location that fits your workflow:
- From the event record, under Participants, select Work with participants, then select Add fees/payments from the participant menu .
  
  Note: This option displays only for constituent participants.
- From the participant record, under Fees and payments, select Add.
- From the participant record, under Party information, select Add fees/payments from the participant's menu.
Select whether to add fees, payment, or both.
Under Fee, select what the participant purchased.
Under Quantity, enter how many they purchased.
To charge a different fee amount or update the receipt amount, edit Fee amount and Contribution amount, then select Done. You can update these amounts to reflect discounts.

Note: To enter another fee, such as for valet parking, select Add a fee.
If you add both fees and payment, enter the payment information under Payment.
Select Save.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

Link a participant to an existing gift

From the participant record, under Fees and payments, select Link gift.
To search for a gift added for a different constituent or fund, select Edit under Select the gift to link, search for the constituent and, if necessary, the fund. Next, select Save.
Select the gift to link.

Note: Pledges and pledge payments are currently not available for linking in the web view.
Under Allocate gift to, select how to apply the gift.
- Select Fees first to apply the gift towards outstanding fees, then use the balance for an additional donation.
  
  Note: If there aren't any fees for the participant yet, select Fees later to reduce the amount of the donation when you add fees later.
- Select Fees only to apply the gift to the fees or to allocate the remainder elsewhere.
- Select Donation only to apply the gift as an additional donation.
Select Save.

Refund a payment

In the web view, you can refund a registration payment if it was:

Added through web view or a Raiser's Edge NXT form.
Paid by credit card within the last 365 days.
Processed through Blackbaud Integrated Payments.

From the host participant record, under Fees and payments, select the payment amount. From the top of the gift record, select Refund. Under Notes, enter additional details to track the reason for the refund, then select Refund.

The gift adjusts to $0.00 and the refund processes to the donor's original payment method. Notes that you enter display on the adjustment record in the database view.

Note: You can't refund a gift that was previously fully or partially refunded.

Delete a fee

To remove a fee, you can delete it from the participant record. To delete a fee, select Delete from its menu under Fees and payments, then select Yes.

Note: If you delete all fees linked to a payment, Raiser's Edge NXT applies the total gift amount toward the participant.

View payment information in the participant list

To view participant payment details, select Work with participants under Participants in the event record, then select Columns .

To view how much each participant donated, include Donations.

Note: Donations include payments entered in the web view that are larger than the registration fees, and gifts linked to participants as donations. They also include gifts added to participants in the database view over the registration fees, or as donations.
To view how much each participant paid toward the event, such as donations and registration fees, include Revenue.
To view outstanding balances, include Registration fees.

To narrow the list of participants by payment status. From the participant list, select Filters, Fees and payments, and select who to include.