Accepting and Allocating Set Payments

The Set portlet function enables users to organize multiple applications into a set. A set is a grouping of applications that you can batch process, saving time you might otherwise spend recording payments for each fee item on individual application. For example, you can use a set to simultaneously update the workflow for several applications.

After you establish the set name, you can add one or more applications to the set or create new applications within the set. You can also allocate and apply payments to a set. You can accept full or partial payment towards the total outstanding balance for all applications within the set. After entering the payment amount, you determine what portion 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 applications in the set

  • Number of paid fee items

  • Total job value of all applications in the set

  • Total assessed and invoiced fees for the set

  • Any payments on the set

  • Outstanding balance for all applications in the set

To accept and allocate set payments

  1. Navigate to the Sets portlet.

    Civic Platform displays a list of sets in the Set portlet.

  2. In the ID column, click the link of set you want to work with. To quickly locate a set, use Search to search on the set code or the set name.

  3. Click the Payment tab.

  4. Click Pay.

    Note:

    To allow Civic Platform to process a negative fee item on an application in a set, the administrator needs to set up this Standard Choice, ALLOW_NEGATIVE_FEE_TRANSFER_AS_CREDIT,.

  5. Complete the form fields with available data (see Payment Details for a Set for field definitions).

    Note:

    If the payment method is by Credit Card, you can use a magnetic card reader to automatically read the credit card information into the corresponding fields, including CC Auth Code, CC Exp Date, and CC Holder Name.

  6. Click Submit.

    Civic Platform displays a Set Payment Allocation pop-up window.

  7. Do one of the following:

    • If you are receiving a payment for the entire balance, click Full Pay.

    • If you are receiving a partial payment, determine what portion of the payment you want to allocate to each fee item and enter that amount in the Amount field for each fee item.

  8. Click Submit.

    Civic Platform generates a receipt that summarizes the payment. The set payment has a unique set receipt number; the payment for each individual application 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 a receipt printer, Civic Platform prints a receipt and displays the itemized receipt in a pop-up window.

  9. If Civic Platform displays the receipt in a new window, you can use your browser print functionality to print it. Close the window when you finish.

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

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