Process payments for multiple records

You need to complete a search for the record ID or state license # so that you can specify which fees that the customer is making payment on.

To look up a fee item

1. Find the desired building record.

2. On the Payment processing page, select the Search button.

3. Enter the desired record ID or state license # and select the Submit button.

4. To add more fee items to the payment session, select Add fees and complete the search again with a different record ID or state license #.

5. If the individual does not want to make payment on all of the items in the Fee item list, select the items the individual does not want to pay, and select Delete.

Customers can purchased Point of Sale (POS) items either separately or in addition to the record fees. These include items sold at the agency, such as a map.

To add a Point of Sale item to the payment list

1. Find the desired building record.

2. On the Payment processing page, select the Search button.

3. Complete the Record ID or State license #field and select the Submit button.

4. Do one of the following:

   • Select Add POS item.

   • Select the Payment tab, then select the Add POS item button.

5. Select the POS type, Category, Version, and Fee item from the dropdown lists.

6. Enter a value in the Quantity, Unit price, and Notes fields.

7. To add more than one POS item, select Add on the POS page.

8. Select Submit.

When a record expires, you can renew the record and pay for the newly generated fee using the Payment processing page.

To add records for renewal

1. On the Payment processing page, select Add renewals.

2. Enter the desired record ID or state license # and select the Search icon.

3. Select the desired record and select Select.

Individuals can pay invoiced fees for one or more records, as well as any Point of Sale items that they encounter at the agency. When using this feature, customers must pay in full. Partial payments are not possible. However, you can remove fees from the implied payment set without impacting the database fee information. This feature also allows individuals to use multiple payment methods, such as cash, trust account, check, and credit card.

After the payment is complete, the cashier can print a receipt that details the fee items, the amount paid, and the payment methods used.

To process payments

1. Find an open the record with the fees the individual wants to make payment on, and add POS items if needed.

   For instructions on adding POS items to a transaction, see Add point of sale items to the payment list.

2. On the Payment processing page, select the desired option from the Payment method dropdown menu.

   Note: Certain payment methods require the cashier to enter additional fields. For example, a Credit Card needs the card type, account number, and so forth recorded. Enter the required information, and select Save.

3. Enter the payment details for the selected payment method.

   If you are entering a cash payment, see Payment details for a set and Cash payment details for field definitions.

   Note: If there is overpayment, you can adjust the amount in the Change and Unapplied Credit fields so you can define the amount of money to return to the payor and amount of money to add as credit.

   If you are entering a credit card payment, see Payment details for a set and Credit card payment details for field definitions.

   Note: Some agencies set up a magnetic card reader to automatically read the credit card information (Card Type, Account Number, Expiration Date, First Name, Last Name and Cardholder’s Name) into the corresponding Civic Platform fields.

   If you are entering a check payment, see Payment details for a set and Check payment details for field definitions.

4. Select Save to save the payment details for the selected payment method.

5. To add another payment method, select Add on the Payment processing page, and repeat steps 2 through 4 above.

   Note: The Add option lets you quickly record successive payments from different payees as well as payments from one payee who uses various payment methods.

6. To use multiple payment methods, select Add, then select the payment method and enter the amount paid for that method type.

7. To remove a payment line, mark the check box next to the line then select Delete.

8. Select Pay.

   Note: If there is overpayment or underpayment, Civic Platform automatically allocates the payment. See Process payments for multiple records.

You can view the transaction payment history. When viewing a payment history you can see the transaction ID, date, cashier ID, and total amount. The cashier can also print a receipt for the transaction. If you have any questions regarding a payment contact your agency administrator.

To view the transaction payment history

1. On the Payment processing page, select the History tab.

2. To search for a transaction ID, enter the transaction ID or the date of the transaction and select Submit.

   To view all transactions within a certain time period, enter the date range for the transactions and select Submit.

   To view the details of a transaction, select the Transaction ID number.

3. To print a receipt for the transaction, navigate to the transaction details, then select Print receipt.