Table of Contents
Introduction
Brian Hatch walks us through using Alternate Payee logic to allow payments from someone other than the Family Members within the household.
Recording
Transcript
00:00:02:2 - 00:00:26:4
In this video we're going to walk through the topic of alternate payee in rectrac. Alternate payee allows for a payment to be associated with a different household than the actual transaction that's taking place. So an example where maybe a grandparents paying for enrollment for a grandchild or maybe mom and dad are in different household accounts. This allows you to link that payment to the household that's actually making the payment.
00:00:27:4 - 00:00:48:2
So there's only one set up piece in order to use this functionality and that's in static parameters. I'm going to go to profile assignments and click on static parameters. And under the financial area, on the right hand side of the screen, there's a toggle for allowing alternate payee that's already turned on in my database. So as long as that's turned on, you'll be able to use this functionality.
00:00:48:6 - 00:01:08:4
I'm going to switch over to global sales and we're going to walk through an enrollment. To highlight this, I want to add an active enrollment to my cart and I got a $10 payment. So if I go to the payment screen, I now have this alternate payee button because of that toggle we just turned on. So if I want to link the payment for this enrollment to a different household.
00:01:08:4 - 00:01:31:4
I just click on that button and I'm presented with a household listing screen. I can look up the account. I want to link the payment to so I’m going to choose the Snow household in this example. And that's now going to be displayed on that button. So the payment is now going recorded against that household. I'm going to make a check payment and we'll just preview the receipt.
00:01:31:4 - 00:01:52:0
So we're going to have our standard receipt with the household that's linked to the enrollment listed at the top. And you'll see the payment information at the bottom of this receipt, the dollar amount, the payment method and in this case, because we linked to separate payee, that information is going to be listed as reference on the receipt. The same information is going to be listed on the transaction history for the Baggins household as well.
00:01:53:2 - 00:02:19:7
If we go back into that account from global sales and we go to purchase history, let’s say in this example, we actually want to process a cancelation. So I'm just going to highlight the enrollment choose cancel and then I'm going to click on the refund button in the bottom right, and because the payment for this enrollment was linked to a different account, I'm actually presented with that information at this step so I can see the original household name number and dollar amount is listed here.
00:02:20:3 - 00:02:40:7
So I now have that as a reference, should I choose to actually want to refund it back to the original account. So I’m going to hit okay and now I'm on the refund screen and the same logic applies. I'm going to have to go back to alternate payee, or refund-ee in this example, and I'm going to choose the original account listed here.
00:02:40:7 - 00:03:06:6
Again, that's going to be highlighted on the button here. And I can now choose the refund option that I want to use. In our example, we're going to use a refund finance. And again, I'll preview the receipt. So again, our standard receipt with the household associated with the enrollment and now the cancelation listed in the top half of the receipt and then in the bottom for the refund information for the dollar amount refund method.
00:03:07:2 - 00:03:26:6
And again, the pay your refund in this example is listed with their information. So now that's recorded and it's going to be available for in this case since it was refund finance, when finance goes to cut the check, they'll be able to cut the check to the right account. And this is a walk through of our alternate payee logic in RecTrac.