How To: Create a new pledge payment
A pledge is a type of gift in Causeview, where a constituent promises to give a certain amount of money in installments over time. A payment toward the total pledge amount may be made at the time that the pledge is saved in Causeview, and a schedule for future payments is automatically generated by the application. Over time the pledge must be managed in order to edit the schedule or submit completed payments.
A new payment can be created to adjust the existing payment schedule for a pledge or to input additional payments which increase the pledge amount. New payments can be used in conjunction with payment editing and payment write-offs to accurately track and manage pledge payments and generate information for your reports.
1) Open the pledge
2) Create a new payment
3) Create an associated allocation
Open the pledge
In order to edit or manage a pledge, you must first locate and view an open pledge transaction.
Create a new payment
To create a new payment toward a pledge, begin from the related list of payments on the transaction detail page. Click on the “New Payment” button to add a new payment to the list.
You must now select the type of payment you are entering. While credit card payments made through the new gift interface will be processed automatically through the payment gateway, this does not occur when using the process payment button. When using the new payment button both credit card payments and standard payments (all other payment types) will simply create a payment record in Causeview, and all payments including credit card payments must be processed outside of Causeview.
If you require automatic credit card processing, a new gift must be created using the new gift interface or an Actionpage. If the payment takes place outside of Causeview, select the standard payment type.
The payment editing page will open and allow you to submit information about the new payment. In order to save the payment you will have to fill in all of the fields marked as required with a red bar. It is best practice to fill in as much information as possible.
Fill in the payment amount, and confirm that the payment date is correct. By default, the payment date will be set to today’s date. Select the appropriate payment status. Remember that pending and committed statuses are set for payments that have not yet been paid, and payments that have been received should be set to approved status.
Select the appropriate payment type to match the constituent’s method of payment. The transaction number will automatically be completed. You may also wish to enter notes about the payment status, or a description of the payment. For approved payments, enter payment information under the “Cheque” heading.
When all of the known payment information is entered, save the payment.
Create an associated allocation
For every new payment corresponding allocations must be created, with a specified appeal and fund for each allocation. Multiple allocations can be created as long as the sum of all of the allocated amounts is equal to the payment amount. When a payment is manually created within a pledge, the associated allocation must also be created manually.
It is very important to save the payment ID number for the payment you have created. Find the newly created payment in the related list of payments for the transaction. In this example, the payment number is “P-000665”. Save or write down this number, and record the payment amount, and then click on the “New Allocation” button.
The allocation edit page will open. The correct transaction number will already be filled in. You should immediately enter the payment number to ensure the allocation is connected to the correct payment record.
You can now complete the remaining allocation information. The allocation date is usually the current date when the payment and allocation are created. The allocated amount, in most cases, will be the same as the payment amount. It is also possible to create multiple smaller allocations which, together, compose the full value of the payment. It is important that the allocations associated with a payment make up the full amount of the payment, no more and no less.
Finally, you must indicate at least one appeal which the new payment is associated with. This may be the original appeal which caused the constituent to make the pledge, or it may be a different appeal which resulted in an additional donation. You can also identify the parent appeal and campaign associated with the appeal. While it is not indicated as a required field, it is also important to select a fund which the payment will be directed toward. When you have completed all of the information available, save the allocation.
Finally, on the transaction detail page, confirm that both the payment and allocation have been created properly, and the approved amount for each is correct.