When Billing is enabled in Penelope all Individuals will have an Account Information section located on the Individual Profile page. By clicking on the Balance amount (where the currency symbol is) in the Account Information section you will be taken to the Individual Account Summary Page.
This Individual Account page contains information about the status of an Individual’s account including total amounts invoiced, payments, credits, debits, returns, pending amounts and outstanding balance.
Generating an Invoice
To generate a Batch Invoice please refer to our Generate an Invoice in Batch Mode guide.
Adding a Payment
To add a Payment to a Funder’s Account:
Click Add Payment.
Select Process Payment by Credit Card or Process other type of Payment.
If payment is by Credit Card enter the $Amount, Received by Site and Add to Deposit (if applicable).
If payment is by an alternative method (e.g. bank transfer, cash, manual credit card etc) then enter the Reason, Transaction Date, Check No, Description, $Amount, Received by Site and Add to Deposit (if applicable).
Click Save. If the payment is being processed by a credit card gateway you will now be taken to their website for card processing.
The Payment will be added to the Individual’s account. You will then have the option to Add to Invoice or Add to Debit if required (see below). You can view a list of individual payments in the Account Details section.
Payments made using a credit card gateway (either in Penelope or ClientConnect) are clearly marked with Credit Card Interface (Description column) in the Account Detail section.
The Payment page also clearly shows that the payment was taken using the credit card gateway.
Adding a Credit
To add a Credit to a Funder’s Account:
Click Add Credit.
Enter the Type, Transaction Date, Check No, Description, $Amount and Issued at Sites (if applicable).
You will then have the option to Add to Invoice or Add to Debit if required (see below).
Apply a Credit to an Invoice
To apply a Credit to an Invoice:
Click Apply to Invoice.
Select the Invoice you wish to apply the Credit to by clicking the plus icon (+) located next to the Invoice Number or click Select All.
Repeat Step 2 as required.
The Credit will be applied to the selected invoices.
Apply a Credit to a Debt
Click Apply to Debit.
Select the Debit ID you would like to apply to the Credit by clicking the plus icon (+) and enter the amount you would like to apply. If you do not enter the amount you would like to apply the total value of the Debit will be applied.
The Debit will be applied to the Credit.
Adding a Debit
To add a Debit to a Funder’s Account:
Click Add Debit.
Enter the Transaction Date, Reason, Site, Amount, Reference Number and Description (if applicable).
You will also find an Account Detail section on this page. This can be viewed As Of a specific date or by a specified date range. To view information on a specific transaction click the Document ID number in the Account Detail section.
Pre-payments, partially applied payments and unapplied payment amounts will now be displayed on an Individual’s Account Detail page when selecting the ‘As of Date’ option (Penelope version 22.214.171.124 and above only).
Messages and Workflows
At the top of the page you will see a Messages Tab. Here you can start Discussions about the Funder’s Account summary.
Located on the right side of the Account Summary page you will find a Workflow Sidebar where you can create Tasks and Reminders for this Individual’s Account summary.