Adding a Payment and Applying it to an Invoice

This article will help if you need to add a payment that was made outside of BigSIS to an invoice and it will also help with the steps to add this payment to an invoice. Click here if you have already added the payment and only need to apply it. 

IMPORTANT! If you are trying to credit a family to reduce the overall amount they owe you will want to create a credit memo. Click here for more info.

PRO TIP! Make sure to toggle the payment plan offline if you want to make sure this account is set offline and won't have payments drawn on it. How to Toggle a Payment Plan On or Offline.

1. Go to Favorites > Families. Filter for and edit the appropriate family.
   
   
   
2. From the Edit Family page, click Apply Credit or Refund button. 
   PRO TIP! The next few screens will say "payment" but this is synonymous with "credit."
   
   
   
3. From the Add Payment Method page you will have a few options:
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   • This will take you to the Add Payment screen. Start by selecting the Type of Payment you used outside of BigSIS. This list will consist of Check, Cash, Adjustment, and Other. Click the links to see an example of each option.
   • Fill out the appropriate information based on what refund type you select. Take note that Other is a self-building list and allows you to add your own options. 
   • If you are adding a payment/credit for a parent to apply to a future contract, you will click Save and be done. The family will now have the credit on their account to apply later.
     • If you are applying the payment to a current invoice, click Save and Apply and continue to the next step.
4. This will take you to Step One where you can select the invoice that you want to apply the credit/payment to and click Next.
   
   
   
5. This will take you to Step Two where you will confirm the amount you want to refund. Click Apply Payment/Refund to apply the refund. 
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   • By default, Apply Today will be selected. This will apply the total amount to the next payment and will distribute any remaining amount to each subsequent payment date (e.g, if you input $1,000 and the next ten payments are for $500 this will apply $500 to the first and second payments and $0 to any remaining payment dates).
   • If you select, Spread over Remaining Schedule this will spread the amount you are entering evenly over all of the remaining payment dates the user has (e.g, if you input $1,000 and the next ten payments are for $500 this will apply $100 to each of the remaining payment dates lowering the remaining payment amounts to $400). 
   • After entering the appropriate information click Apply Payment/Refund and you are done!
   
   
   
6. You will automatically be taken back to Step One where you will see a confirmation message that you have successfully applied the credit/payment. Click Back and this will take you back to the Edit Family page.