Allocate set payments

Using set functionality, you can accept and allocate payments made toward the fee items that belong to any record within a record set, saving time and improving efficiency.

You can accept full or partial payment towards the total outstanding balance for all records within the set (you cannot accept a payment that exceeds the total outstanding balance). After entering the payment amount, you can determine what amount of the total payment you want to allocate to each fee item within the set.

Civic Platform summarizes the set, including the following information:

• Total number of records in the set

• Number of fee items that have been paid

• Total job value of all records in the set

• Total fees that have been assessed and invoiced for the set

• Any payments that have been made toward the set

• Outstanding balance for all records in the set.

  Note: Before you can save set payment information, you must start a cashier session. For information about managing cashier sessions, see Begin, continue, and end a cashier session. For more information about accepting and allocating set payments, see Accept and allocate set payments .

To accept and allocate set payments

1. From the Set page, find and open the set you want.

2. Select the Payment tab.

3. Select Pay.

   Note: In order to process a negative fee item on a record in a set. your agency administrator must configure that feature in the system. Contact your agency administrator with any questions.

4. Complete the fields with available data as required. See Payment details for a set for field definitions.

5. Select Submit.

   Note: If you did not start a cashier session, Civic Platform displays a cashier session pop-up window. See Begin, continue, and end a cashier session for more information.

6. If you are receiving a payment for the entire balance, select Full pay.

   Note: If you are receiving only partial payment, determine what part of the payment you want to allocate to each fee item and enter that amount in the Amount field for each fee item.

7. Select Submit.

   Notes: 

   • Civic Platform generates a receipt summarizing the payment. A 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 receipt printer, Civic Platform prints a receipt and displays the itemized receipt in a pop-up window.

   • If Civic Platform displays the receipt in a separate window, you can print the receipt as needed. Close the window when you finish.

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

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