Search for and select the constituent who provides the payment. Constituents can make payments toward their own commitments or toward commitments made by other constituents.

When you add a payment from a constituent record, this field displays the name of the constituent from which you add the payment.

You can also enter the few first letters of the individual’s last name or the organization’s name and press Tab. The Constituent Search screen appears and displays constituents with names that meet the entered criteria.

If your organization uses an identification number, such as to identify constituents in a direct marketing mailing, enter the finder number to identify the constituent who makes the gift.

You can use the finder number to match the gift to a particular mailing, such as to track and report on the mailing’s performance. Typically, the finder number consists of 15 characters or less.

Enter the total amount of the payment.

You must enter an amount for the payment. If the payment is a gift-in-kind and you do not know the exact value of the contribution, enter an estimated value for tracking purposes. If you are unsure of the value of a contribution of stock or property, you can enter a zero amount.

When you add a payment, the Date field automatically displays the current date. Enter a date to associate with the payment, such as the date your organization receives it. To select the date from a calendar, click the drop-down arrow.

Select the channel through which your organization receives the payment, such as Mail, Phone, or Face-to-face. Your system administrator configures the selections available in this field. If the channel you want does not appear, consult your system administrator.

When you apply the payment to an outstanding commitment, the program automatically associates the payment with the channel of the commitment. To edit the channel associated with a commitment, edit the commitment from its record.

If the constituent indicates a wish to remain anonymous, select this checkbox.

When you select Payment is anonymous, a message appears at the top of the payment record to indicate that the constituent requested to remain anonymous for the payment. If Gives anonymously is selected on the constituent’s record, the program automatically selects Payment is anonymous.

When you add a payment toward a pledge and the payment amount exceeds the installment amount, this field is enabled. Select whether to apply the difference toward the next installment or overall balance of the pledge. If you select Pledge balance, the program applies the overpayment amount toward the final scheduled installment of the pledge.

Your organization can configure whether to apply an overpayment toward the next installment or pledge balance by default. For information about how to configure the default overpayment application, see Pledge Overpayment Options.

Under Application details, enter information about how to apply the revenue from the payment transaction. You can apply the payment to multiple revenue types. To add an application of the payment, select the revenue type in the Application field and enter information about the application as necessary.

To apply the payment to an outstanding commitment of the constituent, such as an event registration fee, pledge, or membership, select the revenue type in the Application field. The outstanding commitments of the selected revenue type appear. To view all outstanding commitments of the constituent, select All. Click Add next to the commitments to which to apply the payment and enter how much of the revenue to apply to the commitment.

To apply the payment to a pledge that does not appear when you select the application type, click Add Application and add the commitment to the database. To apply the payment to the outstanding commitments of another constituent, click Find commitment. The Commitment Search screen appears so you can search for the constituent and commitment to which to apply the revenue. For information about how to apply revenue to commitments, see Apply a Payment to an Outstanding Commitment.

To apply the payment to a donation, unapplied matching gift claim, or other payment type, select the revenue type in the Application field and enter information about the application and click Add.

If you add a payment for a matching gift claim from the record of the claim, only information about the selected claim appears under Application details. To apply the payment to the matching gift claim, click Add.

In the grid, the applications entered for the payment transaction appear. In the Applied column, edit the amount to apply to each revenue type as necessary. To enter percents rather than amounts, click Apply by percent .

For an application of Donation, Other, or Unapplied matching gift payment, this field appears. Enter the amount of the payment transaction to apply to the application.

For an application of Other, this field appears. Select the revenue type to which to apply the application amount, such as Merchandise Sales or Deposit.

For an application of Donation, Other, or Unapplied matching gift payment, this field appears. Search for and select the designation to which to apply the application amount.

To split the payment amount across multiple designations, enter a separate application for each designation.

For an application of Donation, Other, or Unapplied matching gift payment, this field appears. To further define the payment, select the revenue category of the application amount, such as Corporate Giving.

You can use the revenue category to properly map the revenue to the general ledger. Your system administrator configures the selections available in the Category field. For information about how to configure categories, see Revenue Categories.

When you apply the payment to an outstanding commitment, the program automatically associates the payment with the revenue category of the commitment. To edit the revenue category associated with a commitment, edit the commitment from its record.

For an application of Donation, Other, or Unapplied matching gift payment, this field appears. To give solicitors credit for the application amount, click Edit. For information about how to apply revenue to solicitors, see Edit the Solicitors for a Payment Transaction.

For an application of Donation, Other, or Unapplied matching gift payment, this field appears and displays the default recognition credits for the selected constituent. To edit the recognition credit for the Donation, Other, or Unapplied matching gift payment application amount, click Edit. For information about how to apply recognition credits to a payment (for any application type), see Edit the Recognition Credits for a Payment Transaction.

On the Payment information tab, select how the constituent paid the payment. Each payment has only one payment method. For information about the available payment methods, see Payment Methods.

For a payment by cash or direct debit or with a payment method of Other, this field appears. Enter any special date your organization uses to track the payment. For example, for a payment by cash, enter the deposit date.

For a payment by cash or direct debit or with a payment method of Other, this field appears. Enter any special code your organization uses to track the payment. For example, for a payment by cash, enter the deposit ticket number.

For a payment by check, this field appears. Enter the number of the check used for the payment.

For a payment by check, this field appears. Enter the date of the check used for the payment.

For a payment by credit card, this field appears. Enter the cardholder name for the credit card used for the payment.

For a payment by credit card, this field appears. Enter the primary account number (PAN) of the credit card used for the payment.

To process the transaction through the Blackbaud Payment Service, you must enter the full PAN and select Authorize card on save. To help you comply with the Payment Card Industry Data Security Standards (PCI DSS), the program saves only the last four digits of the card number in your database.

If you do not select Authorize card on save, you can enter only up to four digits in this field, such as the last four digits for reference.

For a payment by credit card, this field appears. Select the type of credit card used for the payment such as Visa or MasterCard.

For a payment by credit card, this field appears. Select the expiration date of credit card used for the payment. To process the transaction through the Blackbaud Payment Service, you must enter a valid expiration date.

For a payment by credit card, this checkbox appears. To authorize the credit card information and process the transaction through the Blackbaud Payment Service, select this checkbox. When you select this checkbox, the program sends the credit card information to the Blackbaud Payment Service when you save the payment. The Blackbaud Payment Service verifies the validity of the credit card information and processes the transaction. If the information is valid, the Blackbaud Payment Service returns an authorization code.

If your organization uses multiple merchant accounts with the Blackbaud Payment Service, you must select one as the default to use to authorize payments by credit card. For information about how to mark a default merchant account, see Mark a Merchant Account as the Default for Authorization and Card Present Transactions.

This checkbox appears when you edit a payment by credit card that has been processed through the Blackbaud Payment Service. The checkbox only appears if the gateway that processed the credit card supports refunds. By default, the checkbox is marked and a refund will be issued.

For a payment by credit card, this field appears. If you do not select Authorize card on save, enter the authorization code received, such as from a payment gateway, to indicate the validity of the credit card information.

If you select Authorize card on save, this field is disabled. The program automatically uses the authorization code received from the Blackbaud Payment Service.

For a payment by credit card, this field appears. When you select Authorize card on save, enter the Card Security Code (CSC) for the credit card used for the payment. The Blackbaud Payment Service may require this information to authorize the credit card and process the transaction.

The CSC, sometimes referred to as the Card Verification Value (CVV), is a security feature used as protection against fraudulent “card not present” credit card transactions over the internet, by mail or fax, or over the telephone. The CSC is a three- or four-digit value printed on the card or signature strip but not encoded on the magnetic strip. Its location on the card varies between payment card types.

For a payment by direct debit, this field appears. Select the financial account on which the direct debit is drawn.

If you have security rights, you can add a financial account for a constituent. In the Account field, click New. The Add financial account screen appears so you can add the account.

For a payment by direct debit, this field appears. For a direct debit account in the United States, enter the result code received from the sponsoring bank to verify whether the funds successfully transferred. For information about direct debit, see EFT and Credit Card Processes.

When you edit a payment by direct debit, this field appears. If the direct debit account rejects the transaction, such as for insufficient funds, select this checkbox.

For a payment by stock, this field appears. Enter the symbol of the stock used for the payment such as BLKB.

For a payment by stock, this field appears. Enter the issuer of the stock used for the payment.

For a payment by stock or gift-in-kind, this field appears. Enter the number of shares, or units, of the stock or gift-in-kind item received as the payment.

For a payment by stock, these fields appear. Enter the low, median, and high prices per share of the stock when your organization receives the payment.

For a payment by property or gift-in-kind, this field appears. Select a subtype to further define the payment. For example, if the constituent donates computers to your organization, select Computers. Your system administrator configures the selections available in this field.

For a payment by gift-in-kind, this field appears. Enter a name to help identify the item.

For a payment by gift-in-kind, this field appears. Select whether you intend to use or sell the item.

If the fair market value is over a certain threshold and you select to sell the item, “Appraisal will be required to sell” appears below the fair market value. For information about the appraisal threshold, see Gift-in-Kind Appraisal Settings.

For a payment by gift-in-kind, this field appears. Enter the fair market value for the item received as gift-in-kind. For information about the appraisal threshold for fair market values, see Gift-in-Kind Appraisal Settings.

For a payment with a payment method of Other, this field appears. Select the payment method used, such as wire transfer. Your system administrator configures the selections available in this field.

Enter any special information about the payment, such as to appear on communication about the payment.

This field automatically displays the sum value of the default benefits associated with the applications of the payment. To update information about the benefits the constituent receives for the payment and calculate the total benefit value the constituent receives, click Edit. For information about how to add benefits to a new payment, see Add Benefits to New Revenue.

When you apply the payment to an outstanding commitment, the program automatically associates the payment with the benefits of the commitment. To edit the benefits associated with a commitment, edit the commitment from its record.

This field automatically displays the receipt amount based on the payment amount, its applications, and the total benefit value. Enter the amount to print on the receipt. We recommend you enter the tax deductible portion of the payment. For example, if a constituent donates a gift and receives a benefit for the payment, the tax deductible portion of the payment is the gift amount minus the total value of the benefit.

You can run a receipt process to have the program automatically generate a receipt for the payment. To exclude this payment when you run the receipt process, select this checkbox.

You can run an acknowledgement process to automatically generate an acknowledgement letter for the payment. To exclude this payment when you run the acknowledgement process, select this checkbox.

When you edit a payment that has not posted to the general ledger, this field appears. Enter a date that corresponds with the selected Post status. If you select a Post status of Not posted, the current date automatically appears. You can update the post date as necessary. The date you enter determines which accounting period the payment posts to on the specified account or project in the general ledger.

When you edit a payment that has not posted to the general ledger, this field appears and displays the status of the payment in the general ledger. If you have not posted the payment to the general ledger, select whether you plan to run a Post to GL process to automatically post the payment. To run the Post to GL process to post the payment, select Not posted. If you do not want the program to post the payment, select Do not post.

When you edit a payment that has posted to the general ledger, this field appears. By default, the program automatically enters the current date in this field. Enter the date to associate with the posting of the adjustment in the general ledger.

When you edit a payment that has posted to the general ledger, this field appears. By default, the program automatically enters the current date in this field. Enter the date to associate with the adjustment to the payment.

When you edit a payment that has posted to the general ledger, this field appears. Specify whether or not you want to post the adjustment. You can select “Do not post” or “Not posted.”

When you select “Do not post” and save the payment, the adjustment post status is reflected in the summary section of the payment page.

When you edit a payment that has posted to the general ledger, this field appears.

Select the reason code to explain the need for the adjustment. For information about reason codes for revenue adjustments, see the Administration Guide.

Select the reason code to explain the need for the adjustment. For information about reason codes for revenue adjustments, see the Administration section of the help file.

When you edit the gift fee for a payment that has posted to the general ledger, this field appears. Enter any additional information about the adjustment.

Search for and select the appeal associated with the mailing used to solicit the payment. When you enter an appeal, the program may automatically enter the Benefits and Designations associated with the appeal.

When you apply the payment to a commitment, the program automatically associates the payment with the appeal of the commitment. To edit the appeal associated with a commitment, edit the commitment from its record.

If you receive the payment in response to an appeal mailing or marketing effort, search for and select the effort as necessary. When you enter a marketing effort, the Segment and Package fields display the segment and package associated with the effort.

When you apply the payment to a commitment, the program automatically associates the payment with the effort of the commitment. To edit the effort associated with a commitment, edit the commitment from its record.