Process payments window

iMIS automatically enters either the batch date (if batch control is enabled) or the current system date. If batch control is not enabled, you can override the date by entering a different date in the Date field.

Note: If you are using batch control, the Date field defaults to the active batch date, which cannot be overridden.

You can click Open and enter the transaction number of an existing payment to open the payment record. After a payment has been saved, the transaction number of the payment displays in this field and the transaction number cannot be changed.

An invoice number is automatically assigned when a payment transaction is invoiced, or you can manually enter an invoice number while entering a new payment.

Enter the donor's ID, or click the lookup icon to select a donor ID. After you enter the ID, the line items and total outstanding balance for the donor display.

(optional) Enter the payer's ID if someone other than the donor is making the payment, or click the lookup icon to select a payer ID. This field only displays if the Allow Separate Payer for Payments option is enabled by your administrator.

When you enter a payment using a separate payer ID, iMIS automatically creates the necessary transactions to ensure that the appropriate individual receives the credit for the payment. The Payer ID (Payer is the default label for the individual making the payment against a pledge initiated by another individual) corresponds to the BT_ID and the pledge owner's ID corresponds to the ST_ID. iMIS also updates the Fundraising and AR/Cash tabs on the Manage customers window of the pledge owner to display the separate payer payment information.

Receipts and thank you letters for gifts entered using a separate payer are sent to the separate payer. Acknowledgement letters are sent to the pledge owner informing them that someone else has paid the pledge.

Enter CASH if the payment is in cash, the check number if payment is by check, the credit/debit card code if payment is by credit/debit card, or enter an asterisk (*) and then press Tab to apply an open credit as payment.

■ CSC - (Displays only if the associated card authorization account uses immediate authorization, or deferred authorization with the Save CSC Prior to Authorization checkbox selected) Enter the Card Security Code. CSC can be a required value (see Requiring a Card Security Code (CSC) for credit/debit card transactions) for specific cash accounts.

■ Authorize - Enter any authorization code here. (If credit card authorization is enabled, this field populates when the payment is approved.)

■ Issue # - (Displays only if the associated cash account accepts an issue number) Enter the European debit card's issue number.

■ Issue Date - (Displays only if the associated cash account accepts an issue date) Enter the European debit card's issue date (mm/yy).

■ Gateway Ref # - Read only: Populates when the gateway provider returns the reference number for the transaction.

Note: If Advanced PCI Compliance (see Implementing Advanced PCI Compliance options) > Do not retain cardholder information is enabled, iMIS saves transactions without cardholder data and shows only gateway reference number and authorization code fields.

If you enter an asterisk (*) and press Tab to apply an open credit, the Select Open Payments window opens. Select an open credit and click OK. Open credits for split gifts or accrual dues are not displayed and cannot be used for a gift payment or an installment pledge down payment.

The selected individual open credit must be equal to or greater than the gift amount. For example, if the gift amount is $100 and there are two separate $50 open credits, these open credits cannot be applied as a gift payment. However, you can use AR/Cash to debit one open credit and credit the other, thereby creating a single $100 open credit that can then be used for the gift payment or installment pledge down payment.

If you apply an open credit as payment, the payment is not posted to the open credit invoice even if the Separate Posting Cycle Required option is disabled.

Note: iMIS Fundraising does not allow in-kind payments for pledges.

Displays the amount being paid for the currently selected pledge after you enter the Payment Amount. You can override the value in the Amt Paid field (for example, to apply part of the Payment Amount to another pledge).

1. From Fundraising, select Process payments to display the Process payments window.

3. Enter the donor ID in the ID field, or click the lookup icon to select a donor ID, and press Tab. The existing pledges for the donor display.

4. (optional) Enter the payer ID in the Payer field if someone other than the donor is making the payment, or click the lookup icon to select a payer ID.

5. Enter CASH, the check number, a valid credit/debit card type, or *Tab (to apply an open credit for the payment) in the Check/CC field. If you entered a valid credit/debit card type in the Check/CC field, enter the following information:

□ CSC - (Displays only if the associated card authorization account uses immediate authorization, or deferred authorization with the Save CSC Prior to Authorization checkbox selected) Enter the Card Security Code. CSC can be a required value (see Requiring a Card Security Code (CSC) for credit/debit card transactions) for specific cash accounts.

□ Authorize - Enter any authorization code here. (If credit card authorization is enabled, this field populates when the payment is approved.)

□ Issue # - (Displays only if the associated cash account accepts an issue number) Enter the European debit card's issue number.

□ Issue Date - (Displays only if the associated cash account accepts an issue date) Enter the European debit card's issue date (mm/yy).

7. Select a line item and enter the Amt Paid or double-click a pledge line item to pay the full amount for the pledge line item. To apply the payment to multiple pledge line items, select each pledge line item and enter the amount to be paid in the Amt Paid field, or double-click a pledge line item to pay the full amount for the pledge line item.

Note: To make a payment through the AR/Cash Enter and edit cash receipts window, the Allow Payment through AR/Cash option must be enabled.

1. From AR/Cash, select Enter and edit transactions > Cash receipts to display the Enter and edit cash receipts window.

3. Enter the donor ID in the ID field, or click the lookup icon to select a donor ID, and press Tab. The list of AR/Cash line items displays.

4. Enter CASH, the check number, or the credit/debit card type in the Check/CC field. If you entered a valid credit/debit card type in the Check/CC field, enter the following information:

□ Authorize - Enter any authorization code here. (If credit card authorization is enabled, this field populates when the payment is approved.)

□ Issue # - (Displays only if the associated cash account accepts an issue number) Enter the European debit card's issue number.

□ Issue Date - (Displays only if the associated cash account accepts an issue date) Enter the European debit card's issue date (mm/yy).

6. Select the pledge line item to which the payment will be applied and enter the amount to be paid for the pledge in the Amt Paid field, or double-click to pay the full amount for the pledge line item. To apply the payment to multiple line items, select each line item and enter the amount to be paid in the Amt Paid field, or double-click on each line item to pay the full amount for each pledge line item.

Note: The Allow Separate Payer for Payments checkbox must be selected in the Fundraising Set up module window to enable third party payments.

Note: The donor is the person who initiated the gift or pledge.

The Transaction Ledger window opens. The name of the payer is shown in the Description field of the AR line(s) for the payment.