Paying an Invoice - iVvy Events System

When you are paying an invoice as an iVvy administrator, you have a couple of options, you can take a credit card payment over the phone and process it through iVvy, or you can add a payment into your system to show that you have received a manual form or payment such as direct deposit or cheque.

Paying an invoice via a credit card:

1. Navigate to: Manage Registrations > Delegate Registrations
2. Search for the registration in question, tick and click “View Statement”
3. Tick the invoice that you need to pay, click the “Pay Invoice” button and select “Credit Card” and select your payment gateway that you are using to process the payment.
4. You will be prompted for the credit card details. Fill them in accordingly, and nominate the amount being paid (you can take a deposit over the phone if the delegate isn’t paying the full amount straight up) and if you are charging a merchant fee. Obviously its not recommended to record the details anywhere so its suggested that you type them in directly from the attendees prompt over the telephone.
5. Click submit payment. If the details are correct, you will be directed back to the statement page, and your invoice will be marked as paid.

Reconciling a manual payment from your bank account

If you are taking direct deposit or cheque payments, you still need to show that your registrations have been paid in iVvy. iVvy has no way of knowing when these payments go directly to you, so you need to add your payments in manually to show when you have received them so your event reconciles.
To show you have received a manual payment:

1. Navigate to: Manage Registrations > Manage Registrations
2. Search for the registration in question, tick and click “View Statement”
3. Tick the invoice that you need to pay, click the “Pay Invoice” button and select other.
4. Paid Date: Fill in the date and time you received the payment
5. Amount: fill in the amount that you received
6. Method: Select the payment method
7. Receipt: Apply the banking receipt number for the payment you received so it matches your bank account for reconciliation
8. Reconcile date: This is not mandatory. It will be auto filled when you use the reconcile feature, or you can manually add in a date here.
9. Notes: Any relevant notes.
10. Line Items: If you received a partial payment, tick the items it applies to.
11. Save. You have now added a payment to an invoice.