Overview
This guide will review how to set up the Event and Form payment integration with CMA.
Implementation
Upon the initial set up, the Clubessential Implementation team will work to set up CMA Items and General Ledger Accounts for Event and Form Payments to ensure a smooth payment transition. An important thing to remember is that these payments received via PayCloud do not automatically flow into CMA. When looking at Event Payments, in order to keep accounts as accurate as possible, the following items will be created:
An Item Group called Prepaid Events
A new liability account called Prepaid Event Deposits
An Item Category called Pre Paid Events
An Event Payment Settlement button for the Mobile POS
Content
Recognizing Payments
When an Event or Form payment is made by a Member, the funds can either be recognized immediately or at a later point in time. When recognizing payments at a later point in time, the payments will be pulled through the Point of Sale to finalize the transaction. When recognizing payments immediately, the payments will be pulled through a Payment Batch. There are different steps for whichever method is chosen.
Recognizing Payments at a Later Point in Time
Below are examples of when this method might be used:
All Calendar Events
Camp Forms
Regatta Registration
Configuring Items and Event Details
CMA
First, navigate to CMA to create two Event Items; one that is non-prepaid and one that is prepaid.
Create the first Event Item using the appropriate Item Category and Group. This would be a Non-Prepaid Item.
Next, duplicate this Event Item however making this version Prepaid. On the prepaid Item:
Retail Price - This price should include tax and service charge
Item Category - Select the newly created Category specifically for events; the new Prepaid Events Item Category
Tax Inclusive - Check this box to ensure tax is calculated
Sales Account - Select the new Event Deposit Liability account
Website
Next will be the process of enabling the billing for the Event on the Website.
Open the Event and navigate to the Billing tab. Checkmark Enable Billing at the top right. Enabling this box opens the Add New Fee Type options where the User can add the Prepaid Item details for this event.
Once the Fee Type has been save, this will now appear under Existing Fee Types on the left. Under Fee Assignment, assign the prepaid Items to each member relationship as needed. If the member will be choosing one of the prepaid items, leave the dropdown as “No Fee Assigned”.
Switch over to the Payments tab and check Enable Payments to allow members to pay online.
Lastly, navigate to the Registration tab. Under Email Notification, add the Website Administrator email address to ensure notifications are received when a Member registers for the Event. Then click Save Registration Settings.
Managing Incoming Payments
Online Payment Portal
After the Event settings are configured, the Members are now able to make related online payments using the online payment portal. These payments will need to be managed and brought into your Point of Sale up until the day of the Event.
When the Administrator receives the email notification that a payment has been made, sign into PayCloud (Online Payment Portal). Expand the Reports drop down on the left hand menu and click Payment History. Filter this report to view any incoming Member Event payments.
Date Range - Set the date range to show payments made when the notification was received
Payment Type - Filter the Payment Type to either Event or Form, depending on what the payment is for
Status - Confirm payment is Approved or Pending
Exporting?
Point of Sale
The final step to pull in the payment will be creating the tickets within your Mobile POS.
Sign into Mobile POS into the specific Event Area. Select the Events tab from the top menu. Use Date Picker to select the date of the Event and then the Event itself from the drop down list.
Select the registration you received the notification for and then select Create Ticket.
Close the ticket using Cash.
Day of Event (or after)
CMA
Navigate to the Interactive Reports module of the left hand menu. Search for the Items Purchased by Members Report to get the full number of prepaid Items purchased related to the Event or Form using the following filter selections:
Start and End Date - Set the date range for the time period that registration was open
Items - Select the Prepaid Liability Account Item
Include Tax and Service Charge - Check this box to include Tax and Service Charge
Point of Sale
The next step is to create and close out a ticket for the entire event using Mobile POS.
Sign into Mobile POS.
Select Create Ticket.
Use Guest account for member
Add the number of items sold of the regular non-prepaid items (same amount in the report)
Add the negative of the same amount of the liability item (prepaid item)
Close ticket using Cash
Ticket will net out to $0.00
CMA
Finally, approve the Charge Batch within CMA.
Sign into Office
Select Membership
Click on Approve Charge Batches
Ensure the GL posting is correct
Approve Batch
Recognizing Payments Immediately
Below are examples of when this method might be used:
Member initiation fees
Banquet Deposits (if not using our banquets system)
Any type of payment that would go on a member or non member account within CMA
Option 1 - Cash Receipt Batch
Sign into Office
Select Membership
Click on Member Payments
Either use the “Quick Add” to start new batch or Choose an open batch from the payment date
If new batch, choose the Cash Receipt Type. It will most likely be cash unless a special receipt type has been created
Add the member number and the amount and adjust the ledger account if applicable
Option 2 - Journal Entry
Sign into Office
Select General Ledger
Select Journal Entry Wizard
Either use the “Quick Add” to start new batch or Choose an open batch from the payment date
Input Cash Account that settlement will use (ex. 1001 - Operating Cash Account)
Input the reference and Description field
Enter the amount of the payment as a Debit
Enter a Liability or Revenue Account as a Credit