Mark multiple invoices as paid at one time/Batch payment recording
It would be helpful to have a check box for all invoices so that multiple could be selected and marked as paid without having to open each individual invoice.
I would really like to see an option where we can select multiple open balances from different contacts and pay them all at the same time/ mark them paid using the same payment method.
Often times we are registering multiple (upward of 30 ppl) from a company for an event. Then once they send a check for payment I have to go into each persons registration and do the 3 step process of marking them paid.
This would save me hours each week if I could check off multiple open invoices at the same time and mark them paid with the same check, credit card or cash payment.
Derrick Stowell commented
We can't take payments online using this system for company policy reasons. I would like to have a way to batch a group of invoices that have been paid for at an event. Example I had 10 people signed up for a class and they paid for the class. I would like to be able to upload to Wild Apricot that the invoices associated with the class were paid in full. There should be a way to map to invoice payments and then do this. Right now we have to individually clear each invoice, which is very time consuming.
Thanks for comments, Liz, we really appreciate this.
Oleg, Product Designer @ Payments team
I think it would be more useful to have this on an invoice level, ideally being able to do a more "advanced" search of invoices, e.g. those with an open balance AND only member renewals. This way if a member also has an open invoice for an event, it's not necessarily applying it to that (and vice versa if you're entering a lot of payments for an event). Although I still think the checkboxes would help in case you needed to exclude any from the search results. The bulk payment would fully settle the selected invoices.
Just to be sure, that during this bulk payment you want to automatically generate payments for each contact equal to their outstanding balance and then settle these payments at once, so that balance for each contact will be zero?
Do you want this on contact or on invoice level (e.g. select all unsettled invoices vs selecting all contacts with outstanding balance)?
Thanks for sharing
Oleg, Product designer @ Payments team
Thank you for your response Oleg. The key part of what you mentioned is "It's not intended for working with multiple contacts, though." This is precisely what I need it for. Otherwise I'd have to enter a payment and then go into literally thousands of individual accounts to settle the open invoices on them.
I still think a bulk "mark as paid" feature could be implemented and keep the accounting accurate. Perhaps be able to run a search to find the desired outstanding invoices, have a checkbox in each row, and have an option to bulk mark as paid. You would then enter the payment details once, e.g. Fully Paid and Tender Type. This would also be helpful if a large number of people renew their membership by cash or check, as you could mark them all at once as fully paid.
Thanks for comments, Liz.
I think something like Evgeny has suggested initially would work for you - I mean creating payment and settling it with open invoices. It's not intended for working with multiple contacts, though.
This is the only way to make accounting in WA really accurate, though it's not very convenient.
Oleg, Product Designer @ Payments Team
It would be useful to have this option for multiple persons' invoices. Many of our members pay their dues through a type of payroll deduction, so we get a lump sum and notification of payment for all of them once per month. Currently we have their membership level as "free" in WA because there's no good way to track this kind of payment in the system; we don't want to have to open thousands of accounts to mark them as paid each month, and exporting and re-importing would be a messy business. It would be nice to have the accounting in WA be accurate. Allowing the quick bulk marking of many invoices under different member accounts as paid would solve this issue.
Could you also elaborate the whole workflow, please?
E.g. do you want to mark invoices paid just from one person or is it multiple persons' invoices?
How do you receive payments for these invoices?
Is it some special type invoices (e.g. event registration) or is it a mix of different invoices?
Thanks in advance,
Oleg, Product Designer @ Payments Crew
AdminEvgeny Zaritovskiy (VP Technology of Wild Apricot by Personify, Wild Apricot by Personify) commented
As a workaround, you can
1) Click "Record payment", choose the contact, add amount and other details and save the payment transaction
2) On the result screen of just recorded payment, click "Settle" button. It'll show list of the contact's open invoices
3) Choose invoices you want to settle with the payment and use Settle button there.
Hard to use workflow, I agree. This is how it was designed initially and we have never came back to simplify it. Thanks for the reminder.
Evgeny Zaritovskiy commented
You mean as administrator? Why do you have to record payments for all registrations? E.g. everyone paid by cash and you have to record it afterwards?
I would like to request an option to "select all' for recording payments for an event. It can be quite tedious to go through each individual registration and select "record payment".