SAM can track a Family's fees-expenses for adoption services.
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In SAM, open a Family record > click Fees-Expenses (sidebar) |
This form shows all Account Receivable (A/R) records and sums the Family's total fees paid for the Case and total of all cases.
Setup Fee Types for your Organization
The AR | Fee Type list maintains your adoption service fees. There are a few ways to access this List.
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In SAM, open a Family record > click Fees-Expenses (sidebar) > click on a Fee Type (opens popup) > click drop down arrow > click View Field Properties > click AR | Fee Type > Save Alternately, In SAM, click Settings > Lists > find AR | Fee Type |
- Item - Fee Type name
- Default Amount - automates the Fee Amount entry
- Category - used to group multiple fees
- Used in System Configuration - this fee type list item is used in payment processing when a payment is enabled on Public Forms.
SAM Leads can manage this List like others, see SAM Guide: Lists.
Managing Adoption Fee Records
All AR records show a meatball menu to the right of the record where users can view the Details form, edit the record, or delete a record.
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In SAM, open a Family record > click Fees-Expenses (sidebar) > click Add AR (sidebar) > enter desired details > Save To edit, click on desired record's meatball menu ( To delete, click desired record's meatball menu ( |
Receive Payments
When payments are received they can be entered manually through Fees/Expenses.
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In SAM, open a Family record > click Fees-Expenses (sidebar) > click on desired record's meatball menu ( |
Payments can also be received from an Invoice. See SAM Guide: Invoice & Receipts
Partial Payments
Partial payments allow users to track a payment that doesn't meet the Full Amount in full.
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In SAM, open desired Family record > click Fees-Expenses (sidebar) > click on desired record's meatball menu ( |
Partial Payment Calculations
Partial Payment records sum on entry and calculate into Amount Received and enter the Received Date as the latest date of partial payment entries.
Managing Partial Payments
Users can add additional Partial Payment Records as needed to pay a fee in full.
To delete Partial Payment records, users should access desired Account Receivable (A/R) Details form, click the meatball menu and select delete.
Overpayments on AR & AP records
SAM can apply an overpayment from one AR record to other unpaid AR record(s). This feature benefits users by distributing the excess payment amongst other unpaid AR records.
When an entry to Amount Received is greater than the Fee Amount, SAM will apply the overpayment to the next unpaid AR record by earliest Due Date, so the most outstanding fees are paid first.
Viewing Overpayment Details
Overpayments are displayed on the AR record Details form. AR records with an Overpayment applied have the following data entry:
- Net Amount decreased by overpayment applied
- Overpayment Applied is set to Yes
Amount Received and Received Date will not be updated.
Disable Overpayments
Overpayment is enabled by default, but can be disabled.
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In SAM, click Settings (gear icon) > Accounting Settings > under the AR section, set AR | Auto Apply Overpayments = No |
When Overpayments are disabled, SAM will show a negative Net Amount if the Amount Received is greater than Fee Amount.
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