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1 Payments Guide

2 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. PEPaymentsGuide-2012

3 Contents PAYMENTS Find Support Payment Methods Payment Screens Payments Tab in CRM Columns Tree View Payment Details Payment Screen Basket Cash Vouchers External Vouchers Gift Certificates Checks Clear Credit Cards Credit Cards Bank Transfers Exchanges Smart Cards Debit Cards Foreign Currency Gift Cards Invoices Record Payment by Invoice Customer Invoices Pay Unpaid Invoices Deduct Deposits from Invoices Reimbursements Multiple Payment Methods Customer Funds Advertisement Results Transaction Summaries Remarks Client Records PAYMENT TABLES

4 Table Definitions Payment Terms Commissions Table Discounts Table Payment Methods Payment Methods Table Select Payment Methods Restrict User Access to Payment Types Balance Categories Table Credit Card Table Currencies Table Exchange Rates Table User Group Restrictions Voucher Types Table Voucher Categories Table INDEX

5 chapter 1 Payments Find Support Payment Methods Payment Screens Cash Vouchers External Vouchers Gift Certificates Checks Clear Credit Cards Credit Cards Bank Transfers Exchanges Smart Cards Debit Cards Foreign Currency Gift Cards Invoices Reimbursements Multiple Payment Methods Customer Funds Advertisement Results Transaction Summaries Remarks

6 2 CHAPTER 1 Client Records Recording payments in ThePatron Edge includes paying for and returning tickets, buying subscriptions, and making other purchases. You can accept a variety of payment methods, such as cash, checks, and credit cards. By using selected payment methods and completing the required information for the sale, you can manage payments with efficiency and accuracy. When you enter payment information, you can add memberships, series, renewals, merchandise, gifts, and customer comments. In Sales and CRM, you can sell, refund, and exchange tickets and accept returns and gifts. To record payments in Sales, you start with a selected event; in CRM, you start with a selected client record. Once you access the Payment screen, the process is the same, regardless of where you started. Before recording payment transactions, we recommend you understand the elements of the Payments tab on client records and the Payment screen in Sales. For more information about sales, see the General Admission Sales Guide or the Reserved Seats Sales Guide. For more information about client records, see the Client Relationship Management (CRM) Guide. Note: Visit our website at for the latest documentation and information. Find Support If you need information as you work in the program, you can find resources in Administration. In the Support folder, you can access our website, send an to Patron Edge Support, and open the user guides. Note: To use our online solutions, you must have Internet access and a customer login. Screen Item Blackbaud Web Site Support User Guides Description When you double-click Blackbaud Web site, you access our home page. To search for answers to your software questions in our Knowledgebase and browse our library of Frequently Asked Questions in our FAQ Library, select Support on the menu bar. You can create new cases and check the status of existing cases in Case Central. In addition, you can download updates and participate in user forums and review newsletters, user guides, and hardware requirements. You must enter your user name and password to access Customer Support. When you double-click Support, you can send directly to Patron Edge Support. The screen for your default program appears automatically with the address in the To field. You can enter your subject and text and then send your message. When you double-click User Guides, you access the User Guides page for ThePatron Edge. To open a PDF of a user guide, click the link.

7 PAYMENTS 3 Note: PDF stands for Portable Document Format, a type of document viewed with Adobe Acrobat Reader that maintains its formatting and appears correctly on any output device. PDF files contain hyperlinks so you can jump from topic to topic. Payment Methods When you accept a payment from a customer, you begin entering payment information on the Payment screen. Depending on the method the customer uses for a payment, the Payment screen changes to accommodate the information to enter. For example, if the payment is with cash, you enter the amount of cash received; for a credit card, you enter the amount being charged, the name and number of the credit card, and other card-related information. Payment methods are how customers buy tickets or merchandise from your organization, such as cash, credit cards, and invoices. Procedures in this guide assume that you have already processed a sale and are ready to enter payments. For more information about how to sell tickets or merchandise in Sales, see the Sell Tickets chapter of the General Admission Sales Guide or Reserved Seats Sales Guide. Once you complete a payment transaction, you return to either the events grid (if you started in Sales) or the Payments tab of the client record (if you started in CRM). You can use several payment methods in The Patron Edge. You define the payment methods your organization accepts in Administration in the Payment Methods table. You can select the payment methods that appear in the program in the User Setup folder in System Setup. Payment methods are how customers buy tickets or merchandise from your organization, such as cash, credit cards, and invoices. You can enter the payment amount in the payment method field or click the button next to the field. For more information about payment methods, see: Multiple Payment Methods on page 56 Payment Methods on page78 Payment Screens You access several screens during the payment process. You can access these screens in CRM or Sales. When processing a payment, the Payment and Basket screens appear simultaneously. You can update client records from the Payment screen. On the Payment screen, in the Basket tree view, in the Actions folder, click Edit client. The client record appears so you can edit information. If you do not have a client record selected, you must first search for a record and then edit it. The selected client is linked to the transaction after you close the record. You can change order information in the Basket without canceling the order. Select an order in the basket grid and click the Edit button on the left.

8 4 CHAPTER 1 Payments Tab in CRM The Client Portal screen in CRM displays client records which store customer information and provide selections for multiple processes. From an open client record, select the Payments tab. The Payments tab contains a grid displaying tickets, merchandise, and other items or services the customer purchased. The Payments folder in the tree view on the right automatically expands so you can select payment processes. Columns Columns in the grid on the Payments tab contain information about payments recorded on the client record. Note: You can use ThePatron Edge to organize client records into groups, such as families or organizations. Each group must have a group leader. Group leaders can be designated for only one group of customers. Screen Item Select Name Receipt Num Receipt Type Payment Date Description In the Select column, you can select payment transactions for which to print receipts. To select a transaction in the grid, mark a checkbox in the Select column. The Name column displays the group leader name. The Receipt Num column displays the receipt number for the transaction. The Receipt Type column displays the transaction source. The Payment Date column displays the date the payment is made.

9 PAYMENTS 5 Screen Item Status Amount Print Receipt Num Transact Num Remark Display Cancelled Client Balance Vouchers Balance Description The Status column displays the transaction type, for example, Payment or Return. The Amount column displays the amount of the transaction. The Print Receipt Num column displays the number printed on the receipt. The Transact Num column displays the number of the transaction record. The Remark column displays any comments entered on the Client Remarks screen when the sale is made. Mark Display Cancelled below the grid to view cancelled transactions in the grid. Cancelled transactions appear in red. The Client Balance field below the grid shows the customer s account balance. Negative balances appear in red. The Vouchers Balance field below the grid shows the value of internal vouchers credited to the customer. Tree View The Payments folder in the tree view contains payment processes you can perform on the open client record. Link Add Payment Return Payment Description Click Add Payment to access the Payment screen so you can enter payments. Payments entered here appear as credits to Advance in the Closed Drawer Report. Click Return Payment to access the Payment screen so you can return a payment to a customer. Transaction amounts made here appear as debits to Advance in the Closed Drawer Report.

10 6 CHAPTER 1 Link Print Receipt Payment Details Description Click Print Receipt to print receipts for selected transactions. When you click Print Receipt, a message appears to tell you receipts were printed for the selected items. Click Vouchers so you can view internal vouchers belonging to the customer. Vouchers Pay Unpaid Invoices Click Pay Unpaid Invoices so you can accept payments for unpaid invoices. Payments entered here appear as credits to Advance in the Closed Drawer Report. Manage Invoices and Credits Click Manage Invoices and Credits to access the Client Balance Deduction screen. You can audit and manage invoices and credits and reset information in the Debit and Credit grids on this screen. Return Client Balance Click Return Client Balance to access the Client Balance Deduction screen. You can return all or part of the customer s account balance with the amount you enter in the Sum to pay column. Transaction amounts made here appear as debits to Advance in the Closed Drawer Report. The Payments tab stores and displays sales information for tickets and merchandise. You can access transaction details on the Payment Details screen. To access this screen, double-click a payment in the grid. Each line represents one payment method and shows how the transaction was made. Screen Item Type Status Amount Details Remark Description The Type column displays the payment method, for example, Cash or Check. The Status column displays the type of transaction, for example, Paid or Returned. The Amount column displays the amount of the transaction. The Details column displays payment details, such as check information, foreign currency paid, exchange rate, or whether the payment was confirmed. The Remark column displays any customer comments added at the time of the transaction.

11 PAYMENTS 7 Payment Screen You access the Payment screen from Sales or CRM. The Payment screen appears simultaneously with the Basket. However, the Basket does not appear for refunds, deposits, or withdrawals. You can continue purchasing and adding items to the Basket, which appears above the Payment screen. For more information about the Basket, see Basket on page 12. Note: Although this section refers to purchases, you can use this information when processing reimbursements. On an open client record in CRM, the Payments folder in the tree view contains links to payment processes. When you click a link in the folder, for example, Add Payment, the Payment screen appears so you can complete the sale. In Sales, once you select tickets, assign seats (if reserved), and click OK on the sales screen, the Payment screen appears. Note: The payment screen used for refunding payments is identical to the screen used when purchasing. Screen Item Total Value Commissions Discounts Total Cost Description The Total Value field displays the total amount of the tickets selected. The Commissions field displays the total amount of any commissions for the purchase. Click the ellipsis to view commission details. If no commissions are defined for the purchase, the grid does not appear. A commission is a charge added to the ticket price, for example, a handling fee or restoration fee. ThePatron Edge applies commissions based on each ticket or based on the entire transaction. The Discounts field displays the total amount of any discounts for the purchase. Click the ellipsis to view discount details. If no discounts are defined for the purchase, the grid does not appear. A discount is a reduction of the ticket price, for example, 10% off. You can apply discounts based on individual tickets or an entire transaction. The Total Cost field displays the total amount of the purchase. This field is for informational purposes only; you cannot edit this field.

12 8 CHAPTER 1 Payment methods appear on the left of the screen, below the cost fields. Payment methods are set according to permissions at company and user levels and according to sale type. You can add payments in the payment fields by entering the amount in the field and clicking Next or clicking the button to the left of the field. Whether you enter an amount in the field or click the button, a frame appears on the right so you can enter complete information for the payment. For example, if you enter cash, the Cash frame appears. Depending on the payment method, the frame has different fields specific to the payment. Note: Payment fields that appear are based on settings made in Administration. For more information about defining payment methods, see Payment Tables on page 67. Screen Item Cash Voucher External Voucher Gift Certificates Description Use the Cash field when the customer pays with cash. You can enter the amount of cash received for the payment or click F1 to enter the information in the Cash frame. For more information about processing cash payments, see Cash on page 14. Use the Voucher field when the customer uses a credit or refund from returned tickets or merchandise. You can enter the value of the voucher being used for the payment or click F2 to enter information on the customer s account in the Voucher frame. For more information about processing vouchers, see Vouchers on page 15. Use the External Voucher field when the customer uses a credit issued from a source other than your organization. You can enter the value of an external refund voucher or coupon being used for the payment or click ^F4 to enter information on the customer s account in the External Voucher frame. For more information about processing external vouchers, see External Vouchers on page 17. Use the Gift Certificates field when the customer uses a gift from an individual or organization that pays the amount specified. You can enter the value of a gift certificate being used for the payment or click ^F5 to enter information on the customer s account in the Gift Certificates frame. For more information about processing gift certificates, see Gift Certificates on page 19.

13 PAYMENTS 9 Screen Item Check Clearing Credit Card Bank Transfer Exchange Smart Card Description Use the Check field when the customer pays with a check. You can enter the value of personal checks received for the payment or click F3 to enter the information in the Check frame. For more information about processing check payments, see Checks on page 22. Use the Clearing field when the customer pays with a credit or card and your organization has clearing software, such as PCCharge. You can enter the amount of credit card payment received for the payment to access the clearing screens. Credit cards can be processed in ThePatron Edge through a series of executables and other entities that work together to securely process payment requests. These executable and entities are collectively referred to as the Blackbaud Payment Components. For more information about clearing payments, see Clear Credit Cards on page 24. Credit cards in The Patron Edge can also be processed with Blackbaud Secure Payments. Each user workstation uses a customizable paymentclient.ini text file that communicates directly with the Blackbaud Secure Payments servers to verify and authorize credit card information. You can also create a customized template to use when processing credit card transactions. The template determines how the payment processing screen appears when using the Clearing field. For more information about Blackbaud Secure Payments and creating customized templates, see The Patron Edge Administration Guide. We recommend you use Clearing when the customer uses a credit card and you have a clearing connection. Clearing verifies credit card information online before accepting the payment. The Clearing field is also used to process debit cards in The Patron Edge. You do not use the Debit Card field. For more information about debit card payments, see Debit Cards on page35. Use the Credit Card field when the customer uses a credit card and you do not have a clearing software, or if you process credit cards at the end of the day instead of at the time of the sale. You can enter the amount of the credit card payment received for the payment or click F5 to access the Credit Card frame. For more information about processing credit card payments, see Credit Cards on page26. Use the Bank Transfer field when the customer uses a bank transfer order. You can enter the amount of the bank transfer received for the payment or click F9 to access the Bank Transfer frame. You cannot reverse bank transfers. For more information about processing bank transfers, see Bank Transfers on page 29. By default, the Bank Transfer field is disabled. You can use a custom *.dll object to enable the field. Use the Exchange field when the customer uses tickets to a specific event to obtain tickets to another event. You can enter the value of unused tickets customers return for new tickets or click ^F2 to access the Search screen so you can access the customer s unused tickets. For more information about using this screen, see the Search Screen section of the Reserved Seat Sales Guide. For more information about processing exchanges as payments, see Exchanges on page 32. Use the Smart Card field when the customer uses a smart card. You can enter the amount of the smart card payment received for the payment or click F7 to access the Smart Card frame. For more information about smart card payments, see Smart Cards on page34. A smart card is a plastic card, similar to a credit card, embedded with a computer chip which stores necessary data for quick, secure financial transactions. You can use Smart Card only if your organization has clearing software. The program deducts the payment amount from the smart card balance.

14 10 CHAPTER 1 Screen Item Debit Card Gift Card Foreign Currency Description To process debit cards in The Patron Edge you do not use the Debit Card field. Instead you use the Clearing field as you would with online credit card processing. For more information about debit card payments, see Debit Cards on page35. If your organization sells and redeems gift cards, you use the Gift Card field when the customer pays for a purchase with a gift card. For more information about the configuration and use of gift cards, see the Gift Card Guide. Use the Foreign Currency field when the customer pays with currency other than yours. You can enter the amount of foreign currency received for the payment. or click ^F1 to enter the information in the Foreign Currency screen that appears. The program converts the payment amount into the currency you select and calculates how much change to return to the customer. For more information about processing foreign currency payments, see Foreign Currency on page 40. As you complete payment information, the program updates the amounts in the Paid and Balance fields. Screen Item Paid Balance Description The Paid field displays the total amount paid. When you first access the Payment screen, the Paid field displays zero. The Balance field displays any balance due. When you first access the Payment screen, the Balance field displays the amount from the Total Cost field.

15 PAYMENTS 11 The Basket tree view on the right of the Payment screen contains tasks and actions you can perform once you have items in the Basket. Note: The Basket tree view contains the Add To Basket and Actions folders. You can click links in these folders to perform basket tasks, such as editing ticket purchases and recording advertising results. Note: From the Add to Basket folder, you can add tickets, reservations, memberships, membership renewals, series, series renewals, merchandise and gifts to payments. For more information about processing these sales, see the Reserved Seat Sales Guide. Screen Item Description Tickets Click Tickets in the Add To Basket folder to access the events grid. In this grid, you can edit the number of tickets, price types, discounts, and commissions. For more information about ticket sales, see the Reserved Seat Sales Guide or the General Admission Sales Guide. Reserved Click Reserved in the Add To Basket folder to access the Reservation screen. On this screen, you can search for reservations by event or customer. For more information about reservations, see the Reserved Seat Sales Guide or the General Admission Sales Guide. Add Membership Click Add Membership in the Add To Basket folder to access the Add Membership screen. On this screen, you can add memberships and add payments for memberships. For more information about membership sales, see the Membership Guide. Renew Membership Click Renew Membership in the Add To Basket folder to access the Renew Membership screen. On this screen, you can renew existing memberships and add payments for renewals. For more information about membership sales, see the Membership Guide. Add Series Click Add Series in the Add To Basket folder to access the Add Series screen. On this screen, you can add series and add the payment for the series. For more information about series sales, see the Reserved Seat Sales Guide or the General Admission Sales Guide. Renew Series Click Renew Series in the Add To Basket folder to access the Renew Series screen. On this screen, you can renew series and add payments for the series. For more information about renewing series, see the Reserved Seat Sales Guide or the General Admission Sales Guide.

16 12 CHAPTER 1 Screen Item Merchandise Add Donation Advertising Summary Remarks On the Payment screen, you can accept payments for purchases and enter reimbursements for returned purchases. The screen appears when you are performing any of several transactions: Purchase When a customer makes a purchase, for example, tickets, subscriptions, or merchandise, the Payment screen appears when you click OK to confirm the order. Refund When a customer makes a return, the Payment screen appears when you click OK to confirm the return. Deposit When a customer deposits money into an account, the Payment screen appears when you click Add Payment in the tree view. Withdraw When a customer withdraws money from an account, the Payment screen appears when you click Return Payments in the tree view. Basket Description Click Merchandise in the Add To Basket folder to access the Merchandise screen. On this screen, you can add merchandise purchases to a payment. For more information about merchandise, see the Reserved Seat Sales Guide or the General Admission Sales Guide. Click Add Donation in the Add To Basket folder to access the Add Donation screen. On this screen, you can add gifts to your organization to payments. For more information about donations, see the Reserved Seat Sales Guide or the General Admission Sales Guide. Click Advertising in the Actions folder to access the Advertising screen. On this screen, you can record advertising results while accepting payment for purchases. For example, you can record how the customer heard about the event for which the payment is being made. For more information about advertising, see Advertisement Results on page 62. Click Summary in the Actions folder to access the Transaction Summaries screen. On this screen, you can view a summary of information about the sale and payment. Click Remarks in the Actions folder to access the Client Remarks screen. On this screen, you can enter you can enter free-form text for additional information about the payment. The Payments folder in the tree view displays payment processes. For example, in the Payments folder, click Add Payment. The Basket screen appears simultaneously with and above the Payment screen. On the Basket screen, you can view, add, and edit transactions for the selected customer. Note: The Basket screen is often referred to as, simply, the Basket.

17 PAYMENTS 13 To view details, click the plus sign in the Total TICKET row. Screen Item Delete Edit Item Type Item Action Item Net Price Total Price Commissions Discounts Quantity Description In the far left column, click the Delete button to delete an item from the basket. In the far left column, click the Edit button to edit an item in the basket. The Item Type column displays the category name of the item. The category name in the Item Type column defines whether the item is a ticket, merchandise, commission, or discount. The Item Action column displays whether the item is being added or returned. The Item column displays the item s description. The Net Price column displays the final cost after commissions are added and discounts are taken. The Total Price column displays the total price of all items being purchased. The Commissions column displays charges applied in addition to the price of the item being purchased. A commission is a charge in addition to the ticket price, for example, a handling fee or restoration fee. Commissions can be applied based on each ticket or based on the entire transaction. The Discounts column displays any reductions in the price of the item being purchased. The Quantity column displays the number of items being purchased.

18 14 CHAPTER 1 Cash Use the Cash field when the customer pays with cash. You can enter the amount of cash received in the Cash field on the left or click F1 to enter the information in the Cash frame that appears on the right. Record a cash payment 1. To enter a payment with cash, on the Payment screen, enter the amount in the Cash field. Note: You can access the Payment screen from Sales or a client record.

19 PAYMENTS Click Next. The Cash frame appears on the right. In the Received field, enter the amount of cash received. If it is more than the amount in the Total Cost field, the amount to be returned as change appears in the Change (Money) field. 3. Click Finish. A message appears, asking if you want to print tickets. To print the tickets on your printer, click Yes. The program prints the tickets and the sale is complete. Vouchers Use the Voucher field when the customer redeems a voucher. You can enter the value of the voucher received in the Voucher field on the right or click F2 to enter voucher information in the Voucher frame that appears on the right.

20 16 CHAPTER 1 Recording a payment by voucher 1. To enter a payment with a voucher, on the Payment screen, enter the amount of the voucher in the Voucher field. Note: You can access the Payment screen from Sales or a client record. 2. Click Next. The Voucher frame appears. In the Category field, select the voucher category. You define voucher categories in Administration. For more information about defining voucher categories, see Voucher Categories Table on page In the Vouchers field, select the specific voucher being used. 4. The Voucher Number field displays the number of the voucher. These fields appear only for voucher types requiring validation. 5. The Effective Sum field displays the amount paid by the voucher.

21 PAYMENTS The Name, Last Name, and Phone fields display the voucher owner s information from the client record. If you started the transaction from Sales and did not open a client record, enter the information in these fields. 7. To use the voucher as the customer s payment, click Add. 8. Click Finish. A message appears, asking if you want to print tickets. To print the tickets on your printer, click Yes. The program prints the tickets and the sale is complete. Note: If the customer has a balance due after using the voucher, you can accept another payment method for the remainder. For more information about entering multiple payment methods, see Multiple Payment Methods on page 56. External Vouchers Use the External Voucher field when the customer uses an external voucher as payment. In the External Voucher field, you can enter the value of the voucher or click ^F4 to enter the information in the External Voucher frame that appears on the right. If the voucher amount does not cover the entire purchase price, you must enter additional payment methods for the remaining balance.

22 18 CHAPTER 1 Customers can apply as many external vouchers as they want when making payments. If the total refund is higher than the payment amount, the program creates a voucher for the excess amount. Refund a payment by external voucher 1. To enter a payment with an external voucher, on the Payment screen, enter the amount of the voucher in the External Voucher field. Note: You can access the Payment screen from Sales or a client record. 2. Click Next. The External Voucher frame appears on the right. In the Voucher Types and Category fields, select a voucher type and category. You define voucher types and categories in Administration. For more information, see Voucher Types Table on page93 and Voucher Categories Table on page In the Voucher Number field, enter the number of the voucher. Note: Because external vouchers cannot be validated, the Voucher Sum field is not enabled.

23 PAYMENTS In the Sum to pay field, enter the amount paid by the voucher. 5. The Name, Last Name, and Phone fields display the voucher owner s information from the client record. If you started the transaction from Sales and did not open a client record, enter the information in these fields. 6. To include the voucher in the customer s payment, click Add. The voucher appears in the grid. Note: After you click Add, you can still change information entered in any field. Click Update to save your changes. 7. To complete the payment, click Finish. A message appears, asking if you want to print tickets. To print the tickets on your printer, click Yes. The program prints the tickets and the sale is complete. Note: If the customer has a balance due after using the voucher, you can accept another payment method for the remainder. For more information about entering multiple payment methods, see Multiple Payment Methods on page 56. Gift Certificates Use the Gift Certificates field when the customer uses a gift certificate as payment. In the Gift Certificates field, you can enter the value of the certificate or click ^F5 to enter information on the customer s account in the Gift Certificates frame that appears on the right.

24 20 CHAPTER 1 If the certificate amount does not cover the entire purchase price, you must enter additional payment methods for the remaining balance. Customers can apply as many gift certificates as they want when making payments. If the total gift is higher than the payment amount, the program creates a voucher for the excess amount. Record a payment by gift certificate 1. To enter a payment with a gift certificate, on the Payment screen, enter an amount of the certificate in the Gift Certificates field. Note: You can access the Payment screen from Sales or a client record. 2. Click Next. The Gift Certificates frame appears on the right. In the Voucher Number field, enter the number from the gift certificate. The amount of the gift certificate automatically appears in the Effective Sum field.

25 PAYMENTS The Name, Last Name, and Phone fields display the gift certificate owner s information from the client record. If you started the transaction from Sales and did not open a client record, you must enter the information in these fields. Note: If you are not adding the payment from a client record, the Name, Last Name, and Phone fields are blank. 4. To use the gift certificate as the customer s payment, click Add. Note: After you click Add, if you change information in any field, click Update to save your changes. 5. Click Finish. A message appears, asking if you want to print tickets. To print the tickets on your printer, click Yes. The program prints the tickets and the sale is complete.

26 22 CHAPTER 1 Checks Use the Check field when the customer pays with a personal check. In the Check field, you can enter the amount of the check received for the payment or click F3 to enter the information in the Check frame that appears on the right. Record a payment by check 1. To enter a payment with a personal check, on the Payment screen, enter the amount of the check in the Check field. Note: You can access the Payment screen from Sales or a client record. 2. Click Next. The Check frame appears on the right. In the Sum field, enter the amount of the check.

27 PAYMENTS In the Bank Code and Branch Code fields, enter the bank s transit routing number and branch code. 4. Today s date automatically appears in the Due Date field. To edit the date, click the down arrow and select a date from the calendar. 5. In the Check No. field, enter the number of the check if you do not use automatic check sequence for payments. Note: To number checks automatically, on the Company table in Administration, select the Payments Terms tab. Scroll down to Disable automatic Check sequence and mark Yes and then click OK. 6. In the Account No. field, enter the customer s checking account number. 7. To enter the check payment, click Add. The check appears in the grid. Note: To add several checks, click Add as many times as required. 8. Click Finish. A message appears, asking if you want to print tickets. To print the tickets on your printer, click Yes. The program prints the tickets

28 24 CHAPTER 1 Clear Credit Cards Use the Clearing field when the customer pays with a credit card and you process payments through a payment processor, such as Verifone PCCharge. In the Clearing field, you can enter the amount to be charged for the sale. Note: Clearing is online credit card processing. When you swipe the card, your payment processor, such as PCCharge, validates the card at the time of the sale. The Swipe Card screen appears so you can swipe the customer s credit card. Then the Clearing frame appears on the right with the credit card information already complete. If you use Blackbaud Secure Payments to process credit card transactions, you can create a customized template to use when processing credit card transactions. The template determines how the payment processing screen appears when using the Clearing field. For more information about Blackbaud Secure Payments and creating customized templates, see The Patron Edge Administration Guide. If you do not process payments through a payment processor or you process credit card payments at the end of the day instead of at the time of the payment, you use the Credit Card field on the Payment screen. For more information about using credit cards for payments, see Credit Cards on page 26.

29 PAYMENTS 25 Record a payment by clearing 1. To enter a payment by clearing, on the Payment screen, enter the amount of the payment in the Clearing field. Note: You can access the Payment screen from Sales or a client record. 2. Click Next. The Swipe Card screen appears.

30 26 CHAPTER 1 3. Swipe the customer s credit card. The Credit Card Payment screen appears displaying the card information. Note: If your program is configured to use the Swipe screen, click Swipe Card; to enter information manually, click Manual Entry and then enter the card holder s information. 4. To process the payment, click Process. A progress screen appears. Warning: We strongly recommend you review entries for accuracy. Once a credit card payment clears, you cannot cancel or reverse the payment. 5. Once the program completes the payment, you return to the Payment screen, and the information processed during the clearing appears in the grid in the Clearing frame. 6. Click Finish. A message appears, asking if you want to print tickets. To print the tickets on your printer, click Yes. The program prints the tickets and the sale is complete. Credit Cards Use the Credit Card field when the customer pays with a credit card and: You do not process payments through a payment processor at the time of the sale.

31 PAYMENTS 27 or You process credit card payments at the end of the day instead of at the time of the sale. In the Credit Card field, you can enter the amount to be charged for the sale or click F5 to enter the information in the Credit Card frame that appears on the right. If you process payments through a payment processor, such as PCCharge, use the Clearing field on the Payment screen. For more information about using clearing as a payment method, see Clear Credit Cards on page24. Record a payment by credit card In this example, we enter a credit card payment of $ with a Mastercard that expires in December The customer is paying his annual membership fee. 1. To enter a payment with a credit card, on the Payment screen, enter the amount of the charge in the Credit Card field. Note: You can access the Payment screen from Sales or a client record.

32 28 CHAPTER 1 2. Click Next. The Credit Card frame appears on the right. 3. In the Sum field, enter In the Number field, enter the number of the credit card account. Note: When you click out of the Expiration Date field, only the month and year appear. 5. In the Expiration Date field, click the down arrow and select December 31, 2010 from the calendar. Use the expiration date printed on the credit card. When you click out of the field, appears in the Expiration Date field. 6. In the Pay Count field, enter 1, which is the number of payments expected from the credit card. 7. In the First Payment field, enter , which is the amount expected from the first payment. Because you expect only one payment, leave the Any Next Pay field blank. 8. In the Card field, select Mastercard. 9. In the Authorization field, if you received an authorization number from the card company, enter the number here. 10. Leave today s date in the Start Date field. 11. When you finish entering the credit card information, click Add. The information appears in the grid. Note: After you click Add, if you change information in any field, click Update to save your changes. 12. Click Next. The Bind to category screen appears. In the Category field, select Membership, the category with which to associate the charge.

33 PAYMENTS To distribute the total amount in the Membership category, enter in the Sum field. Note: To distribute only part of the amount in one category, edit the amount and then click Add. You must distribute the entire amount, however, before clicking OK. 14. Click Add. The distribution information appears in the grid. Note: To delete a distribution, select it in the grid and click Remove. 15. Click OK. The program saves the information and you return to the open client record. Bank Transfers Use the Bank Transfer field when the customer authorizes a transfer from her bank account to your organization s account. In the Bank Transfer field, you can enter the amount of the transfer for the payment or click F9 to enter the information in the Bank Transfer frame that appears on the right.

34 30 CHAPTER 1 Record a payment by bank transfer 1. To enter a payment by a bank transfer, on the Payment screen, enter the amount of the transfer in the Bank Transfer field. Note: You can access the Payment screen from Sales or a client record. 2. Click Next. The Bank Transfer frame appears on the right. The amount in the Paid field automatically appears in the Sum field. This is for informational purposes only; you cannot edit information in this field.

35 PAYMENTS Click Finish. The Bind to category screen appears. In the Category field, select the category with which to associate the transfer. 4. To distribute the total amount in one category, enter the total amount in the Sum field. To distribute only part of the amount in the category, edit the amount. Note: To delete a distribution, select it in the grid and click Remove. 5. To save the payment in the client record, click OK. Warning: We strongly recommend you review entries for accuracy. Once you enter a transfer, you cannot cancel or reverse the payment.

36 32 CHAPTER 1 Exchanges Use the Exchange field when the customer cannot use tickets to a specific event. You click ^F2 to enter information for the exchange. In the sales process, the Payment screen appears after you select the event from the events grid. For information about exchanging series event tickets, see the Series chapter of the Reserved Seat Sales Guide or the General Admission Sales Guide. Note: If exchanged tickets are not equal in value and you have a credit or debit balance, you can complete the exchange with multiple transactions. For more information about credits, see Reimbursements on page54. For more information about multiple payments, see Multiple Payment Methods on page 56. Record an exchange The process for exchanging tickets begins with the sale of the new tickets. For more information about selling tickets, see the Reserved Seat Sales Guide or the General Admission Sales Guide. You can exchange tickets for only the selected customer; you cannot use another customer s tickets to pay for the new tickets. 1. To begin the ticket exchange, process the sale as usual until you reach the Payment screen. Note: You can access the Payment screen from Sales or a client record.

37 PAYMENTS On the left of the Payment screen, click Exchange. Warning: You can exchange tickets for only the selected customer; you cannot use another customer s tickets to pay for the new tickets. 3. The Search screen for transactions appears. In the grid, select both transactions in the exchange. For more information about the Search screen, see the Reserved Seat Sales Guide. 4. Click Add on the lower left of the screen. You return to the Payment screen, and ticket details appear as a payment confirmation. The cost of the tickets appears in the Paid field. 5. Click Finish. A message appears, asking if you want to print tickets. To print the tickets on your printer, click Yes. The program prints the tickets and the sale is complete.

38 34 CHAPTER 1 Smart Cards Use the Smart Card field when the customer pays with a smart card. A smart card is a plastic card, similar to a credit card, embedded with a computer chip which stores necessary data for quick, secure financial transactions. In the Smart Card field, you can enter the amount to debit for the payment or click F7 to enter the information in the Smart Card frame that appears on the right. Record a payment by smart card 1. To enter a payment with a smart card, on the Payment screen, enter the amount of the debit in the Smart Card field. Note: You can access the Payment screen from Sales or a client record.

39 PAYMENTS Click Next. The Smart Card frame appears on the right. The amount in the Paid field automatically appears in the Sum field. This is for informational purposes only; you cannot edit information in this field. 3. Click Finish. A message appears, asking if you want to print tickets. To print the tickets on your printer, click Yes. The program prints the tickets and the sale is complete. Debit Cards Before you can process debit card payments, you must set up your debit card processing account in PC Charge and edit the PaymentClient.ini file located in The Patron Edge installation directory. You must also use a supported PINPad. ThePatronEdge supports two types of PINPads: the Verifone 1000SE and the Verifone SC5000. For more information about configuring a debit card account and configuring the PaymentClient.ini file, see the System Administration Tasks chapter of the Administration Guide. This chapter contains a section called Configure Credit and Debit Card Processing that provides detailed information about configuring both debit card and credit card accounts through PC Charge for The Patron Edge. Note: Clearing is online credit card and debit processing. When a card is swiped, your payment processor, such as PCCharge, validates the card at the time of the sale.

40 36 CHAPTER 1 Use the Clearing field when the customer pays with a debit card and you process payments through a payment processor, such as Verifone PCCharge. In the Clearing field, you can enter the amount to be debited for the sale. During the process, the customer will swipe there debit card and enter their PIN number.

41 PAYMENTS 37 Record a payment by debit card To process debit cards in The Patron Edge you do not use the Debit Card payment method. Instead you use the Clearing payment method as you would with online credit card processing. 1. To enter a payment by debit card, on the Payment screen, enter the amount of the payment in the Clearing field and click Next. The Swipe Card screen appears. Note: You can access the Payment screen from Sales or a client record.

42 38 CHAPTER 1 2. The customer swipes their debit card through a supported PINPad. The Credit Card Payment screen appears displaying the card information and amount. To clarify, the Credit Card Payment screen does appear even though this is a debit card transaction. 3. Review the information on the screen. To continue, click Process. The Select Tender Type screen appears.

43 PAYMENTS Click Debit. The user is now prompted via the PINPad to enter their PIN number and approve the sale amount. Once the user enters the required information and approves the amount to be debited, the payment request is sent to the processor. Once the payment is processed, you return to the Payment screen and the transaction information is displayed in the grid in the Clearing frame. 5. Click Finish. A confirmation message appears displaying the identification numbers of the transaction and order. Click OK. The order is complete and the payment is recorded.

44 40 CHAPTER 1 Foreign Currency Use the Foreign Currency field when the customer pays with currency other than yours. The program converts the payment into the currency you select and calculates how much change to return to the customer. Change returned can be either local or foreign currency. You click F1 to enter the information in the Foreign Currency screen that appears on the right. Note: Exchange rate information is defined in Administration. To access the Exchange Rate table, you expand the Administration and System Setup folders. Screen Item Currencies Received Exchange Rate Sum Description The Currencies field displays the foreign currency with which the payment was made. The Received field displays the amount of foreign currency received. The Exchange Rate field displays the rate the currencies are exchanged. The Sum field displays the equivalent of the amount received in local currency.

45 PAYMENTS 41 Record a payment with foreign currency 1. To enter a payment made with foreign currency, on the Payment screen, click ^F1. Because you must first select the currency received, the Foreign Currency field is disabled. The Foreign Currency screen appears. Note: You can access the Payment screen from Sales or a client record. 2. In the Currencies field, select the type of foreign currency used. The program automatically enters the exchange rate in the Exchange Rate field when you tab out of the Currency field. Exchange rate information is defined in Administration. 3. The amount in the Total Cost field on the left appears in the Sum (in local currency) field. The amount due in the selected foreign currency appears in the Sum (in foreign currency) field. These fields are for informational purposes only; you cannot edit these fields. 4. In the Received (in foreign currency) field, enter the amount received in the foreign currency. If this amount is more than the amount due, the change in the selected foreign currency to return to the customer appears in the Change (in foreign currency) field. 5. Click OK. If change is due the customer, a message appears asking if you want to deposit it to the customer s account or reimburse the customer.

46 42 CHAPTER 1 a. To make the deposit, mark Deposit to customer account and click OK. You return to the Payment screen. Click Finish. On the Bind to category screen that appears, make account selections, click Add and then OK. To complete the transaction, continue to step6. For more information about customer accounts, see Customer Funds on page 58. b. To give the customer change back, mark Reimbursement and click OK. You return to the Payment screen. Click Next. The Reimbursement frame appears so you can select the method of reimbursement and enter the amount to return. Click Next. To complete the transaction, continue to step6. For more information about reimbursements, see Reimbursements on page The Foreign Currency frame appears on the right. Payment information appears for your information. Note: Information in the Foreign Currency frame is for informational purposes only; you cannot edit information in the fields. 7. Click Finish. A message appears, asking if you want to print tickets. To print the tickets on your printer, click Yes. The program prints the tickets and the sale is complete. Gift Cards With The Patron Edge, your organization can sell and accept gift cards as a form of payment for tickets, merchandise, memberships, or any other items your organization sells. The Patron Edge supports gift cards with magnetic strips so you can efficiently swipe the card through a credit card machine or standard card swipe to load or redeem. If you are unable to swipe a card, you can manually enter the gift card number to load or redeem.

47 PAYMENTS 43 In order to sell and process gift cards through The Patron Edge and The Patron Edge Online, you must have a gift card vendor who provides the gift card media and facilitates processing. The gift card vendors supported by The Patron Edge and The Patron Edge Online are Valutec and Chase Paymentech. For more information about Valutec, go to For more information about Chase Paymentech, go to For more information about configuring gift cards, see the Gift Card Guide. Use the Gift Card field when the customer pays with a gift card. In the Gift Card field, you can enter the amount that will be removed form the gift card as payment. When you click the shortcut key associated with this payment method, the exact transaction amount automatically appears in the Gift Card frame on the right. The Sum field is for informational purposes only and displays the amount being charged.

48 44 CHAPTER 1 Record a payment by gift card 1. On the left side of the Payment screen, locate the Gift Card payment field and enter the amount the patron will pay using the gift card. At the bottom of the screen, click Next. The swipe card screen appears. 2. Swipe the gift card to redeem. If you do not have a card swipe machine, click Cancel to manually redeem the card. The Redeem Gift Card screen appears. 3. The Gift card type field should display Valutec or Paymentech, depending on your vendor. If you swiped the gift card, the card number is already displayed in the Gift card number field. Otherwise, manually enter the card number in the field. The amount defaults in from the Payments page. You can edit the amount if a split payment is needed. To check the balance of the gift card, click Balance Inquiry. 4. To continue with the sale, click Process. Once the amount is deducted form the gift card, you return to the Payment screen and the sum, gift card number, and gift card type are displayed.

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