Pending Payments

Pending Payments allow you to track payments that are expected but have not yet been received. This feature helps keep statements organized, reminds you to follow up with donors, and prevents expected payments from appearing as unpaid balances.

💡 Good to Know: Pending Payments can be created from both Pre-Event Statements and Event Statements.

Create a Pending Payment

1. Open the guest's statement from either:
   • Pre-Event Ticket & Sponsorship Statements
   • Event Statements
2. Verify the guest has an outstanding balance.
3. Click the Receipt icon.
4. Select Enter Payment.
5. This will open the payment popup
6. Enter the amount of the pending payment
7. Click Pending Payment at the top.
8. Select the expected payment method.
   1. Choose one of the available payment types:

• Use card on file to charge at later date
  • If the guest has a credit card on file, select the option to charge the card later.
  • Enter a future charge date for automatic processing.
  • Leave the date blank if you plan to process the payment manually.
• Cash
• Check
• Donor Advised Fund
• Stocks and Securities
• Wire
• ACH
• Pledge (Method to be Determined)
• IRA
• In-Kind
• Cryptocurrency
• Custom
  • If you select Custom, enter your own payment type.

9. Enter the Expected Payment Date.
10. Enter a Reminder Date.
11. (Optional) Add notes.
12. Click Save Pending Payment.

💡 Good to Know: Reminder dates help you keep track of payments that still need to be collected.

⚠️ Important: Automatic credit card charges require a valid credit card to already be saved on the guest's account.

Review the Pending Payment

1. Return to the guest's statement.
2. Verify the pending payment appears on the statement.

💡 Good to Know: Pending payments are excluded from the Balances Due totals and will not be ran during a bulk Credit Card run until they are resolved.

Manage Pending Payments

To see the outstanding payment you will want to open the Pending Payments tab. In this tab there are many things you can do.

Edit Payment Button

1. Locate the pending payment.
2. Select Edit Payment Button to either mark as received or update items
3. Check box  for Mark as Received if you have received this payment
4. Use the drop down to update the Payment method
5. Edit amount if needed
6. If check is selected the text box to enter check number will be here
7. Use Expected payment date to update if needed
8. Use Reminder date to update if needed
9. Notes to update if needed
10. You can also add a reason for the edit

💡 Good to Know: Once marked as received, the pending payment is converted into a completed payment and the statement is updated automatically.

Charge Now Button

Locate the pending payment.

1. Select Charge Now Button
2. You will be given a popup with the amount that will be charged
3. Click Ok to run the card.

⚠️ Important: Automatic credit card charges will not require this step.

Update Reminder Button

1. Locate the pending payment.
2. Select Update Reminder button
3. You will be given a popup with a field to change the reminder date
4. Click Save when complete

💡 Good to Know: This reminder will be sent to the admin(s) that have been set up under notifications

Send Payment Reminders to Guest

1. Locate the pending payment.
2. Select Email Donor.
3. Review and customize the email message.
4. Click Send to email the reminder.

💡 Good to Know: The email opens with a pre-written template that you can edit before sending.

Cancel Pending

1. Locate the pending payment.
2. Select Cancel Pending Button
3. In popup add reason for this cancelation
4. Click Cancel Pending when complete.

⚠️ Important: This soft-cancels the pending payment. To restore it later, toggle "Include canceled" at the top of this page, then open Edit Payment on the row and switch the status back to Pending.

Printable Quick Help Guide:

(see  below for printing instructions)

How to Print This Guide

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2. Select Save Image As…
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4. Open the saved image
5. Click Print (or use Ctrl + P / Command + P)

💡 Good to Know

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