Financial · Detailed task guide

Collect a Payment and Allocate It to Outstanding Items

Collect Payment reviews a person’s eligible outstanding items and creates one auditable receipt. Confirm the payer, selected charges, and amounts before recording anything.

Step-by-step instructions

1. Review the payer named on Collect Payment. Confirm this is the responsible person whose charges should be collected.
2. Review Outstanding items. The charge used to open checkout is selected by default; use Select all or Clear only when those choices match what is being paid.
3. Select the eligible items the person is paying today and review each Balance and Pay Now amount. For a partial collection, use the available amount control and verify the remaining balance.
4. Choose Payment method and enter Reference and Notes as required by agency practice. Do not place card secrets or unnecessary personal information in a free-text reference.
5. Review Payment total against the actual amount being recorded. Confirm the allocation for every selected charge.
6. Select Record Payment & Create Receipt only after the payment details are correct and the cashier is authorized to record it.
7. Review the resulting receipt and updated charges. Confirm the amount applied, outstanding balance, payer, method, and source records.
8. Provide the receipt through the approved document process. Recording a card or online method in ShelterPact should not be assumed to mean an external payment processor has completed a transaction.

Screenshots

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Practical checks

Troubleshooting