Accept and allocate set payments

You can allocate and apply payments to a set. You can accept full or partial payment towards the total outstanding balance for all records within the set. After entering the payment amount, you determine what portion of the total payment you want to allocate to each fee item within the set.

To accept and allocate set payments

1. Open the Sets page.

2. In the Set ID column, select the link for the desired set.

   Tip: Select Search in the toolbar to search for a set by Set ID, Set Name, or other parameters.

3. Select the Payment tab.

   Note: Civic Platform summarizes the set, including the following information:

   • Total number of applications in the set

   • Number of paid fee items

   • Total job value of all applications in the set

   • Total assessed and invoiced fees for the set

   • Any payments on the set

   • Outstanding balance for all applications in the set

4. Select Pay.

   Note: If you cannot process negative fee items, contact your agency administrator to activate the ALLOW_NEGATIVE_FEE_TRANSFER_AS_CREDIT standard choice.

5. Complete the required fields and others as needed. See Payment details for a set for field definitions.

   Note: If the payment method is Credit Card, you can use a magnetic card reader to read the credit card information automatically into the corresponding fields.

6. Select Save.

7. Do one of the following:

   • If you are receiving a payment for the entire balance, select Full Pay.

   • If you are receiving a partial payment, determine what portion of the payment you want to allocate to each fee item and enter that amount in the Amount field for each fee item.

8. Select Save.

   Notes:

   • Civic Platform generates a receipt that summarizes the payment. The set payment has a unique set receipt number; the payment for each individual record has its own receipt number as well. You can print this receipt or save it to a file, as necessary.

   • If your agency uses a cash drawer and a receipt printer, Civic Platform prints a receipt and displays the itemized receipt in a pop-up window.

   • If the payment method was Check and your agency uses a receipt printer, put the check in the printer to print the endorsement on the check.

   • If the payment method was Cash and the payment amount is more than the amount due, Civic Platform calculates the amount of change due.