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Tools

Add A Payment Tool

Add a payment for an existing or new event registration, or apply a scholarship.

  • With the Add A Payment Tool, you can:
    • Log any type of Payment for an existing event registration.
    • Apply a scholarship to an existing event registration.
    • Complete a new registration for someone who didn't use a registration process tied to MinistryPlatform (for example, in person, on paper) and log their payment.
  • You can use the tool for payments of any amount, up to the Total Amount Due (Base Price + Option Prices). If there is a Deposit Price, the initial payment may not be lower than the Deposit Amount. However, you may need to register someone and allow them to pay later. In this case, you can select Override Deposit to change the Payment Amount to $0.
  • The Tool does not:
    • Reverse payments or handle negative payments. See Reversing Payments.
    • Initiate or process electronic payments (for example, credit card, debit card).
    • Add a payment if there is no balance owed on the existing Invoice.
  • You must associate an Online Registration Product with the Event record for data in the tool to display.
  • You can open the tool from any page that displays Event records or from an open Event record.
    Tip: Searching for an event within the tool returns events that have an Online Registration Product assigned and have a Start Date no more than 30 days in the past.
  • If an individual isn't already related to the event, you can add them as a New Event Participant within the tool.
  • You can apply Promo Codes within the tool when making an initial payment, but you must first set them up under the Product associated with the event.
  • The Product of the event and the Product associated with the Invoice Details for the event participant must match. There also must be a an Invoice Detail for the Base Price of the Product (an Invoice Detail record for that Product or Event without the Invoice's Product Option Price completed).

Example of the Tool after selecting an event and participant:

Add a Payment Tool example showing an existing event and participant

Example of the Tool with options selected and payment information entered:

Add a Payment Tool showing selections for product options and the Payer information

Example of overriding a deposit amount:

Add a Payment Tool showing the Payment Amount

Example of adding a new event participant within the Tool:

Add a Payment Tool showing how to create a new Event Participant

Note: SPoCs can grant user access to this tool.

Add a Payment

  1. Go to a Page that displays Event records or open the Event record you want to add a payment for.
  2. From the Tools menu, select Add A Payment.
  3. If you launched the tool from an Event record, that event is automatically selected. Otherwise, search for the event.
  4. Select the Event registrant from the Select A Participant drop-down list. Or, click New Event Participant to create a new record. A new Event Participant must have an existing Participant record.
  5. Complete the Registration Form, if needed. If registration was previously completed, these fields will be read-only.
    • Required fields display with an asterisk (*).
    • Fields that have been configured as hidden are presented in the Tool.
    • Fields with a Field Type of "File Upload" are not presented in the Tool.
  6. Select any appropriate Option Prices and their quantities. If registration was previously completed, these fields will be read-only.
  7. Select the person responsible for making the Payment. For scholarships, the Payment Method is typically Internal or Scholarships and the Payer is typically the church.
  8. Enter the Payment details. You must enter Payer and Payment details even if the event is free or you're only using the Tool to complete a registration form.
  9. Enter any applicable Promo Code(s) and click Apply. As Promo Code(s) are applied, the Total Amount Due automatically reduces by the appropriate amount.
    • You may only apply Promo Codes for Event Participants registering for the first time and making their initial Payment. The option is not available under any other circumstances.
    • As Promo Code(s) are successfully applied, the discounts reflect in the Total Amount Due.
  10. When you're ready to submit the registration and/or add the Payment, click Submit.

If you registered a new individual for an Event with a Registration Form, MinistryPlatform creates a new Form Response record at this time, along with one Form Answer record for each completed Form Field. These are associated with the registered Event Participant.

MinistryPlatform also creates a new Invoice record, associated with the Payer, at this time. One Invoice Detail record is created for the base Product, at minimum, and one for each selected Option Price (if any). These are associated with the Event Participant.

For either a new or existing Event Participant, MinistryPlatform creates a new Payment record, associated with the Payer. This also creates new Payment Detail records, which are applied proportionally to any Invoice Details (in order of their creation) where the Line Total has not yet been satisfied by previously applied Payments.

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Last updated: May 9, 2024